Minutes of the Board of Regents of Stephen F. Austin State University. 2002, Volume No. 179

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Stephen F. Austin
State University
Minutes of the
Board of Regents
Nacogdoches, Texas
January 15,2002
Volume 179
TABLE OF CONTENTS
Page
02-04 Birdwell/Telecommunications Construction Project 1
02-05 Approval of Consent Agenda Items 1
Approval of October 23, 2001 Minutes 1
Faculty and Staff Appointments for 2001-02 1
Changes of Status 2
Voluntary Modification of Employment 3
Underenrolled classes 3
Last Class Day Report 3
Faculty Workload Report for Fall 2001 3
Selection of Investment Manager 3
Resolution to Review Qualified Investment Brokers and
Financial Institutions 3
Budget Changes Less Than $50,000 3
Outdoor Pool Repair . 3
Air Handler Replacement - Norton and Rusk Buildings 4
Poultry Science Facility 4
Ferguson Building Renovation 4
Resolution to Acknowledge Review of Investment Policy and Strategy 4
Policy Revisions 4
Reports 4
A. Chair, Faculty Senate
B. Vice President - Alumni Affairs
D. Kolar Advertising and Marketing
E. President
Appendix No. 1 - Resolution Approving Financial Institutions and Brokers for
Investment Transactions
Appendix No. 2 - Budget Changes
Appendix No. 3 - Resolution to Acknowledge Review of the Investment Policy and
Strategy
Appendix No. 4 - Policy Revisions
A-02 Academic Appeals by Students PI
A-10 Class Attendance and Excused Absence P3
A-l 1.5 Conflict of Interest in Sponsored Activities P4
A-31.5 Misconduct in Research P10
A-32 Non-Credit Continuing Education P19
A-36 Out-of-State Travel/Study P26
A-38 Regents Professors P30
A-46 Underenrolled Classes P31
A-48 Student Evaluation of Instruction P33
A-54 Semester Grades P34
B-04 Camp and Conference Reservations P36
B-06 Energy Conservation P48
B-21 Physical Plant Charges P49
B-30 University Vehicles (Rental & 15 Passenger Van) P50
B-31 Vehicle Repair/Maintenance P57
B-33 Fleet Management P58
C-17 Memberships P60
C-18 Interagency Contract P61
C-19 Interdepartmental Transfers P63
C-20A Local Purchase Authority P64
C-26 Proprietary Purchases P68
C-28 Purchase of Surplus Property... P69
C-29 Purchase of Used Equipment or Supplies... P72
C-31 Purchase Voucher P73
C-41 Investments P74
D-20.5 Items Requiring Board of Regents Approval P84
D-39 University Publications.. P88
D-43 Computing Software Copyright P90
E-01A Academic Appointment and Titles P91
E-l 3 A Duties and Responsibilities of Offices Reporting to the
Vice President for Academic Affairs P93
E-26A Guarantees Relating to Matters Other Than
Termination and Non-Renewal of Contracts P98
E-30N Leave of Absence - Non Academic P100
E-36 Overtime and Additional Compensation P104
E-37A Part Time Faculty P106
E-48A Summer Contracts P108
E-58 Family and Medical Leave P109
E-59 Selection of Academic Deans PI 14
F-7 Central Stores PI 16
F-36 Administrative Systems Software Changes PI 18
F-37 Computer System Access PI 19
F-38 Restart and Recovery P123
MINUTES OF THE MEETING
BOARD OF REGENTS
STEPHEN F. AUSTIN STATE UNIVERSITY
NACOGDOCHES, TEXAS
JANUARY 15,2002
The meeting was called to order at 9:05 A.m. by Chair Mike Enoch. Board members
present in Room 307: Penny Butler, Margarita de la Garza Grahm, Kenneth James, Mike
Enoch, Gary Lopez, Susan Roberds, Lyn Stevens, Mike Wilhite and Fred Wulf.
Others present in Board Room 307: Tito Guerrero, Janelle Ashley, Scott Beasley, Baker
Pattillo, Miles McCall, Roland Smith, Yvette Clark, and other SFA administrators, staff,
and visitors.
02-04
Upon motion of Regent Wilhite seconded by Regent Roberds, with all members voting
aye, it was ordered that the University be authorized to proceed with the
Birdwell/Telecommunications project using proposed Site 1, the Power Plant I
Renovation, and the campus infrastructure improvements as approved by HB 658 of the
77th Legislature. The projects will not exceed $16,657,090 which includes $14,070,000
from Tuition Revenue Bonds and $2,587,090 in HEAF or other funds pledged by the
University to match the Tuition Revenue Bond funds. The administration is authorized
to seek Coordinating Board approval of the projects and to sell tuition revenue bonds
through the Texas Public Finance Authority to finance the projects and that the chairman
of the Board and/or the President be authorized to sign the necessary contracts,
documents, and resolutions as required.
02-05
Upon motion of Regent Lopez, seconded by Regent Butler, with all members voting aye,
the following consent agenda items were approved:
Approval of the minutes of October 23, 2001
Faculty and Staff Appointments for 2001-02
1. Admissions
Mr. Scott A. Hescht, Admissions Media Coordinator, at a salary of $26,744 for
100% time for twelve months, effective November 26, 2001.
Ms. Sharon T. Swindell, Admissions Regional Coordinator, at a salary of $26,744
for 100% time for twelve months, effective October 22, 2001.
2. Social Work
Dr. Michael O. Doughty, Assistant Professor, Ph.D. (University of Texas-
Austin), at a salary of $42,000 for 100% time for nine months, effective January
1,2002.
Dr. Peter T. Simbi, Professor, Ph.D. (University of Minnesota), at a salary of
$62,900 for 100% time for nine months, effective January 1,2002.
3. Liberal Arts, Dean s Office
Ms. Jennifer Videtto, Director for the Center for Academic Advising, MBA
(University of Louisville), at a salary of $35,000 for 100% time for twelve
months, effective January 1, 2002.
4. Athletics
Mr. Michael Santiago, Head Football Coach, state mandated 4% raise, effective
September 1,2001.
Mr. Jerrell Mark Bradley, Assistant Coach and Instructor of Kinesiology, state
mandated 4% raise, effective February 1,2002.
Mr. Robert Kim Dameron, Assistant Coach and Instructor of Kinesiology, state
mandated 4% raise, effective September 1,2001.
Mr. Kevin Goodwin, Assistant Coach and Instructor of Kinesiology, state
mandated 4% raise, effective September 1,2001.
Mr. Todd Ivicic, Assistant Coach and Instructor of BCinesiology, state mandated
4% raise, effective September 1,2001.
Mr. Robert Walker, Assistant Coach and Instructor of Kinesiology, state
mandated 4% raise, effective September 1,2001.
Mr. Kenny Washington, Assistant Coach and Instructor of Kinesiology, state
mandated 4% raise, effective September 1,2001.
5. University Advancement
Dr. Jerry E. Holbert, Vice President, at a salary of $112,000 for 100% time for
twelve months, effective February 15, 2002.
Changes of Status
1. Student Affairs
Mr. Steven Westbrook, from Director of Student Activities, at a salary of $58,068
for 100% time for 12 months, to Director of Student Affairs, at a salary of
$70,630 for 100% time for 12 months, effective November 1,2001.
Ms. Beverly Farmer, from Associate Director of Student Activities, at a salary of
$44,129 for 100% time for 12 months, to Associate Director of Student Affairs, at
a salary of $48,129 for 100% time for 12 months, effective November 1, 2001.
Mr. Michael Preston, from Program Advisor, at a salary of $30,400 for 100%
time for 12 months, to Assistant Director of Student Affairs, at a salary of
$39,000 for 100% time for 12 months, effective November 1, 2001.
2. University Advancement
Dr. Scott Beasley, from Interim Vice President for University Advancement and
Dean, College of Forestry, at a salary of $120,054 for 12 months to Dean, College
of Forestry at a salary of $108,054 for 12 months, effective February 15, 2002.
Voluntary Modification of Employment
1. Dr. Jerry N. Lackey, Psychology, effective September 1, 2002.
Leave of Absence
1. Art
Mr. Donald Beason, leave with pay, effective January 1, 2002.
UnderenroIIed Classes
It was ordered that the Chair of the Board be authorized to sign the official report for
Spring 2002 when the data is available.
Last Class Day Report
It was ordered that the last Class Day Report for the Fall semester, 2001 be approved as
presented.
Faculty Workload Report for Fall 2001
It was ordered that the faculty workload report for the Fall semester, 2001 be approved
as submitted at the meeting.
Selection of Investment Manager
It was ordered that Merrill Lynch be named as Investment Manager.
Resolution to Review Qualified Investment Brokers and Financial Institutions
It was ordered that the Resolution Approving Financial Institutions and Brokers for
Investment Transactions be approved as presented. The following brokers/investment
managers are listed in the resolution, submitted in Appendix No. 1: Merrill Lynch Inc.,
Salomon Smith Barney Inc., Southwest Securities Inc., Regions Investment Co./Morgan
Keegan, Bank of New York, Prudential Securities Inc., Paine Webber, and Fayez Sarofim.
The following financial institutions are also listed in the resolution for review and
approval: Citizen's First Bank, Commercial Bank of Texas, First Bank and Trust,
Bancorp South Fredonia, Regions Bank Stone Fort, and Texas Bank.
Outdoor Pool Repair
It was ordered that the University be authorized to make the required repairs to the
outdoor pool and that the President be authorized to sign the necessary contracts and
purchase orders. The Physical Plant will serve as general contractor for the project. Cost
not to exceed $90,000.
Air Handler Replacement - Norton and Rusk Buildings
It was ordered that the University be authorized to replace the air handlers in the Lucille
Norton Building and the Rusk Building, with the Physical Plant acting as general
contractor, and that the President be authorized to sign the necessary contracts and
purchase orders. Funds are from the FY-2002 HEAF allocation and will not exceed
$140,000.
Poultry Science Facility
It was ordered that the Board of Regents authorize the President to investigate financing
options for the construction of four state-of-the art broiler houses to be erected on a site
at the Walter Todd Beef Farm. Such options may include, but are not necessarily limited
to, operating leases, facility leases, lease-purchases, or gifts. The President is authorized
to investigate the possibility of combining financing options to achieve the desired goal of
100% external funding of the construction project.
Ferguson Building Renovation
It was ordered that existing space in the Ferguson Liberal Arts Building be renovated to
provide suitable space for the Dean of Liberal Arts and the Academic Advising Center.
The Physical Plant Department will act as general contractor for the project, with a cost
not to exceed $85,554 and the source of funds to be HEAF. The President will be
authorized to sign all necessary purchase orders and contracts.
Resolution to Acknowledge Review of Investment Policy and Strategy
It was ordered that the Board ratify the Resolution to Acknowledge Review of the
Investment Policy and Strategy as presented in Appendix No. 3.
Policy Revisions
It was ordered that the policy revisions be approved as presented.
REPORTS
A. Faculty Senate Chair, Dr. Joe Devine
1. Salary concerns
2. Academic standards and admissions policy
3. Retention rate
4. Intellectual Property and Policy D-20
B. Vice President for Alumni Affairs, Dr. Miles McCall
1. Update on Mentor Ring Program
C. Kolar Advertising and Marketing
1. Update on Marketing Plan
D. President, Dr. Tito Guerrero
1. Meetings with School Superintendents and Community College Presidents
2. Meeting with Governor Perry
3. Board of Visitors, Air University, Maxwell Air Force Base
4. Exploration of Possible Collaborations with State of Chihuahua
5. Interior Design Accreditation Team Visit
6. Meeting with Ping Log Editorial Board
7. Meeting with Residents of Pine Crest Retirement Community
8. Meeting with Members of Board of Angelina College
9. Spoke at Angelina County Chamber of Commerce First Friday Forum
10. Dinner with Board Members of SFA Alumni Foundation and SFA Alumni
Association at President's Home
11. Scheduled to Speak at Martin Luther King Day Event
12. Student Recruitment in Corpus Christi
13. Meeting with Texas Superintendents at Mid-Winter Conference in Austin
14. Student Recruitment in Houston
15. Meeting with Personnel Affiliated with the W. K. Kellogg Foundation and Rose
Bruford College
16. Meeting with Texas Band Directors at TMEA Meeting in San Antonio
17. Scheduled to Speak at Nacogdoches Chamber of Commerce Fourth Friday
Luncheon
18. Answer Questions from Members of the Board of Regents
Meeting adjourned at 10:55 a.m.
Appendix No. 1
BOARD OF REGENTS
OF
STEPHEN F. AUSTIN STATE UNIVERSITY
Nacogdoches, Texas
RESOLUTION APPROVING
FINANCIAL INSTITUTIONS AND BROKERS
FOR INVESTMENT TRANSACTIONS
WHEREAS, The Texas Public Funds Investment Act requires the University to submit a
resolution approving a list of qualified investment brokers to the governing body of the
institution for adoption and/or review; and
WHEREAS, the following firms are approved investment brokers:
Bank of New York
Merril Lynch, Inc.
Regions Investment Company, Inc/Morgan Keegan
Salomon Smith Barney, Inc.
Southwest Securities, Inc.
Fayez Sarofim Inc.
Prudential Securities, Inc.
Paine Webber
WHEREAS, the following firms are approved financial institutions:
Citizen's First Bank
Commercial Bank of Texas
First Bank and Trust East Texas
Bancorp South Fredonia
Regions Bank Stone Fort
Texas Bank
NOW THEREFORE BE IT RESOLVED that the Stephen F. Austin State University
Board of Regents, by the issuance of this Resolution, does hereby approve the above
listed firms for investment transactions by Stephen F. Austin State University; and
BE IT FURTHER RESOLVED that a copy of this resolution be spread upon the
minutes of the January 15,2002 meeting of the Board.
THE BOARD OF REGENTS, STEPHEN F. AUSTIN STATE UNIVERSITY
Mike Enoch, Chair Susan Roberds, Secretary
Appendix No. 2
Stephen F. Austin State University
Schedule of Budget Increases
September 27, 2001 to December 13, 2001
ACTIVITY RECIPIENT INCOME SOURCE
SOURCE DESCRIPTION AMOUNT
Revenue Budget 600
Additional Revenue 16,610
Additional Revenue 3,394
Additional Revenue 23,210
Additional Revenue 2,263
Additional Revenue 15,000
Additional Revenue 6,455
Additional Revenue 15,652
Additional Revenue 11,200
Additional Revenue 4,567
Additional Revenue 1,000
Additional Revenue 4,080
Additional Revenue 4,520
Additional Revenue 1,200
Additional Revenue 15,000
Additional Revenue 5,490
DATE
October 9, 2001
October 11,2001
October 16, 2001
October 19, 2001
October 31, 2001
November 9, 2001
November 14, 2001
November 26, 2001
November 12, 2001
December 3, 2001
December 3, 2001
December 3, 2001
December 3, 2001
December 7, 2001
December 13, 2001
December 13, 2001
TOTAL 130,241
Appendix No. 3
BOARD OF REGENTS
OF
STEPHEN F. AUSTIN STATE UNIVERSITY
Nacogdoches, Texas
RESOLUTION TO ACKNOWLEDGE
REVIEW OF INVESTMENT POLICY AND STRATEGY
WHEREAS, The Texas Public Funds Investment Act requires that each University s
investment policy and strategy must be annually reviewed by the governing board of the
institution; and
WHEREAS, the law also requires the governing body to adopt a written instrument
stating that is has reviewed the investment policy and strategy;
NOW THEREFORE BE IT RESOLVED that the Stephen F. Austin State University
Board of Regents, by the issuance of this Resolution, does hereby approve the investment
policy and strategy as reviewed on January 15, 2002; and
BE IT FURTHER RESOLVED that a copy of this resolution be spread upon the
minutes of the January 15,2002 meeting of the Board.
Attest:
gk&ta de la GarzajGra^v
Kenni
FredWulf
Appendix No. 4
Policies for Board Review
January 15,2002
Appendix No. 4
Policies for Board Review
January 15,2002
Appendix No. 4
Policies for Board Review
January 15,2002
Academic Appeals by Students A-2
Original Implementation: August 31,1981
Last Revision: January 10,199915, 2002
Good communication between faculty and students will make disputes between them
infrequent, but if disagreements occur, it is University policy to provide a mechanism
whereby a student may formally appeal faculty decisions. When a student uses the
appeals procedure, all parties should endeavor to resolve the dispute amicably at as early,
a stage as possible and in compliance with applicable laws, regulations and policies-rH
the Department Chair, College Dean, College Council, or Academic Vice President finds
that the faculty member's disputed action conflicts with federal or state laws/regulations,
University, college, or department policy, or with the instructor's own stated policy, then
a decision should be made to adhere to tho appropriate laws, regulations or policies. If the
disputo is determined to be based upon a faculty member's professional judgement, such
as tho evaluation of a test, a thesis, or performance in a class, tho student is entitled to
have, in turn, tho Department Chair, College Dean, College Council, or Academic Vice
President form an opinion about the dispute and advise tho instructor of their opinion, but
t7he faculty member, after considering the advico of the administrators outcome of the
appeals process, shall retain complete academic freedom to make the final determination
on the matter.
These steps are to be followed when making an academic complaint: All materials under
consideration at each step will be forwarded to the appropriate parties at the next
procedural level.
1. In the event of course-related complaints or disputes, the student must first appeal to
his/her instructor for a resolution to the matter and must do so within 30 days after the
first class day of the next semester/session. Exceptions will be granted in which appeals
may be considered after this time period given extenuating circumstances.
2. If a complaint or dispute is not satisfactorily resolved, the student may appeal to the
Chair/director of the academic department in which the complaint or dispute is centered.
If a formal complaint is to be registered, it should be made in writing stating the specific
issues. The faculty member will respond with a written statement to the department chair.
3. If the complaint or dispute is still unresolved after appeal to the Chair/director, the
student or faculty member may appeal in writing to the dean of the academic college in
which the complaint or dispute is centered. The dean will notify the faculty member or
student of the appeal.
4. If a resolution of the matter is not reached, the student or the faculty member may
appeal to the College Council of the college in which the complaint or dispute is
centered. The College Council will evaluate the oral and written statements of the student
and the faculty member. If the College Council does not have at least one student
member, the President of the Student Government Association will be asked by the dean
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to recommend no more than two student representatives to serve for each case. The
College Council will submit its recommendation to the dean of the academic college.
5. If a resolution of the matter is not reached, the student or the faculty member may
appeal in writing to the Vice President for Academic Affairs. The Dean's written
recommendation in addition to all previous materials will be submitted to the Vice
President. The College Council of the College in which the complaint or dispute is
centered may serve as an advisory body to the Vice President who will make the final
decision (regarding professional judgments) in the appeal process. The Vice President
will evaluate all previous materials and any additional oral presentations from the student
and faculty member.
6. After making a decision, the Vice President will inform the student and all persons
involved in the appeal process of the final disposition of the matter within a reasonable
period of time.
STEPS FOR RESOLVING STUDENT-INITIATED ACADEMIC CAOMPLAINTS
Student
Instructor
Department Chair/Director
College Dean
College Council and 1 or 2 students
College Dean
Vice President for Academic Affairs
Source Of Authority: United States Constitution XIV, Vice President for Academic
Affairs
Cross Reference: Faculty Handbook, Student Handbook and Activities Calendar
Contact For Revision: Vice President for Academic Affairs
Forms: None
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Class Attendance and Excused Absence A-10
Original Implementation: November 9,1981
Last Revision: April 30, 2001Januany 75, 2002
Class Attendance
Regular and punctual attendance is expected at all classes, laboratories, and other
activities for which a student is registered. For those classes where attendance is a factor
in the course grade, the instructor shall make his/her class policy known in writing at the
beginning of each term and shall maintain an accurate record of attendance.
Regardless of attendance, every student is responsible for course content and
assignments.
Excused Absences
It is University policy to excuse students from attendance for certain reasons. Among
these are absences related to health, family emergencies, and student participation in
certain University-sponsored events.
Students are responsible for providing documentation satisfactory to the instructor for
each class missed. Students with acceptable excuses will be permitted to make up work
for absences to a maximum of three weeks of a semester or one week of a six-week
summer term when the nature of the work missed permits.
In the case of absences caused by participation in University-sponsored events,
announcement via the web site of such absences by the Vice President for Academic
Affairs will constitute an official excuse. Faculty members should submit as an
attachment to an e-mail a written explanation of the absence, including the date, time and
an alphabetical listing of all students attending to the office of the Vice President for
Academic Affairs for publication.
Source of Authority: Vice President for Academic Affairs |
Cross Reference: General Bulletin, Faculty Handbook, Student Handbook and Activities |
Calendar
Contact for Revision: Vice President for Academic Affairs |
Forms: None I
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Conflict of Interest in Sponsored Activities A-11.5
Original Implementation: January 30,1996
Last Revision: July 27, 1999 January 15, 2002
I. Policy Statement Relating to Conflict of Interest
A. These guidelines define general University policy and procedures regarding
financial conflicts of interest in relationship to sponsored activities involving
research, education, and University service. Their purpose is to protect the
credibility and integrity of Stephen F. Austin State University's faculty and
staff so that public trust and confidence in the University's sponsored activities
is ensured.
B. In accordance with Federal regulations, the University has a responsibility to
manage, reduce, or eliminate any actual or potential conflicts of interest that
may be presented by a financial interest of an investigator. Thus, the
University requires that investigators disclose any significant financial interest
that would reasonably appear to be affected by sponsored activities.
C. A potential conflict of interest occurs when there is a divergence between an
individual's private interests and his or her professional obligations to the
University, such that an independent observer might reasonably question
whether the individual's professional actions or decisions are determined by
considerations of personal gain, financial or otherwise. An actual conflict of
interest depends on the situation and not on the character or actions of the
individual.
D. For purposes of this policy, a conflict of interest exists when the University,
through procedures described herein, reasonably determines that a significant
financial interest could directly and significantly affect the design, conduct, or
reporting of sponsored activities.
E. Effective interaction between universities conducting research and industry is
essential to ensure the rapid application of scientific discoveries to the needs
of the Nation and to maintain the international competitiveness of domestic
industry. Nonetheless, prudent stewardship of public funds includes protecting
sponsored research from being compromised by the conflicting financial
interests of any investigator responsible for the design, conduct, or reporting
of sponsored activities.
F. The value of the results of sponsored research to the health and the economy
of the Nation must not be compromised by any financial interest that will, or
may be reasonably expected to, bias the design, conduct, or reporting of the
research. This policy seeks to maintain a reasonable balance between these
competing interests, give the University the ability to identify and manage
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financial interests that may bias the research, and minimize reporting and
other burdens on the Investigator.
G. The University will take all necessary steps to assure that any identified
conflicts of interests will be managed, reduced, or eliminated prior to the
University's expenditure of any funds under an award and certify to the
funding agency that this has been done. Conflicts which cannot be
satisfactorily managed, reduced, or eliminated must be disclosed to the
funding agency.
II. Definitions
A. Conflict of interest exists if the reviewer(s) of disclosures determines that a
significant financial interest could directly and significantly affect the design,
conduct, or reporting of sponsored activities.
B. The term Investigator, as used in this policy, means the principal investigator
project director, co-principal investigator(s), and any other person who is
responsible for the design, conduct, or reporting of research, educational, or
service activities funded, or proposed for funding by an external sponsor. In
this context, the term Investigator also includes the investigator's spouse and
dependent children.
C. Sponsored activities include research, education, service, or training activities
funded by an external sponsor.
D. Significant financial interest means anything of monetary value, included, but
not limited to:
1. Salary or other payments for services (e.g., consulting fees or
honoraria)
2. Equity interests (e.g., stocks, stock opti6ns options, or other ownership
interests)
3. Intellectual property rights (e.g., patents, copyrights, and royalties
from such rights)
The term does not include:
1. Salary, royalties, or other remuneration from the University
2. Income from seminars, lectures, or teaching engagements sponsored
by public or nonprofit entities
3. Income from service on advisory committees or review panels for
public or nonprofit entities
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4. An equity interest that, when aggregated for the Investigator and the
Investigator's spouse and dependent children, meets both of the
following tests: does not exceed $10,000 in value as determined
through reference to public prices or other reasonable measures of fair
market value, and does not represent more than a five percent
ownership interest in any single entity
5. Salary, royalties or other payments that, when aggregated for the
Investigator and the Investigator's spouse and dependent children over
the next twelve months, are not expected to exceed $10,000.
III. Guidelines
A. Each Investigator is required to disclose the following significant financial
interests:
1. Any significant financial interest of the Investigator that would
reasonably appear to be affected by the research or educational
activities funded, or proposed for funding, by an external sponsor; or
2. Any significant financial interest of the Investigator in an entity whose
financial interest would reasonably appear to be affected by the
research or educational activities funded, or proposed for fiinding, by
an external sponsor.
3. Regardless of the above minimum requirements, a faculty or staff
member in his or her own best interest, may choose to disclose any
other financial or related interest that could present an actual conflict
of interest or be perceived to present a conflict of interest. Disclosure
is a key factor in protecting one's reputation and career from
potentially embarrassing or harmful allegations of misconduct.
B. Each Investigator who has significant financial interest requiring disclosure
shall complete a Significant Financial Interests Disclosure Form and attach all
required supporting documentation. The completed Disclosure Form must be
submitted with the proposal and Proposal Clearance Form (PCF) to the Office
of Research and Sponsored Programs using normal University procedures.
Supporting documentation that identifies the business enterprise or entity
involved and the nature and amount of the interest should be submitted in a
sealed envelope marked confidential and accompany the Disclosure Form and
PCF.
C. As required by Federal regulation, all significant financial interests must be
disclosed prior to the time a proposal is submitted. All financial disclosures
must be updated by investigators during the period of the award as new
reportable significant Financial interests are obtained. New reportable
significant financial interests includes financial interests that become
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reportable due to an increase in value that meets the reporting threshold, as
well as the acquisition of new interests that are reportable.
D. The Coordinator Director of Research and Sponsored Programs, or official
designee, shall conduct an initial review of all financial disclosures. If the
initial determination is made that there may be a potential for conflict of
interest covered by this policy, then the Disclosure packet will be referred to
an Investigating Committee. Committee members are appointed by the Vice
President for Academic Affairs after consultation with the Associate Vice
President for Graduate Studies and Research, with this person serving as
chair. A conflict of interest exists when the Investigating Committee
reasonably determines that a significant financial interest could directly and
significantly affect the design, conduct, or reporting of the proposed
sponsored activities. The Committee shall then determine what conditions or
restrictions, if any, should be imposed by the institution to manage actual or
potential conflicts of interest arising from disclosed significant financial
interests.
E. Collaborators/subrecipients/subcontractors from other academic or not-for-profit
institutions must either comply with this policy or provide a
certification from their institutions that they are in compliance with Federal
policies regarding investigator significant financial interest disclosure and that
their portion of the project is in compliance with their institutional policies.
Subcontractors from commercial firms need not make a certification, except
when the prime award is from the Public Health Service (PHS PHS). The PHS
requires a certification from any subcontractor, including commercial firms,
stating that it is in compliance with Federal policies regarding investigator
significant financial interest disclosure and that its portion of the activity is in
compliance with those policies.
IV. Finding of Presence of Conflict of Interest
A. Resolution
1. Resolution of any potential or actual conflicts of interest will not be
required until after funding has been approved and prior to any
expenditure of funds under the award.
2. The Investigating Committee, along with the Investigator, will proceed
to resolve any actual or potential problems revealed by the initial
review of financial disclosures. In order for the conflict to be managed,
reduced, or eliminated, the Committee may recommend:
a) Public disclosure of significant financial interests;
b) Monitoring of sponsored activities by independent reviewers;
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c) Modification of the sponsored activity plan;
d) Disqualification from participation in all or a portion of the
activity funded that would be affected by the significant
financial interests;
e) Divestiture of significant financial interests; or
f) Severance of relationships that create actual or potential
conflicts of interest.
3. if if the Investigating Committee determines that imposing the above
referenced conditions or restrictions would either be ineffective or
inequitable, and that the potential negative impacts that may arise from
a significant financial interest are outweighed by interests of scientific
progress, technology transfer, or the public health and welfare, then
the Committee may recommend that, to the extent permitted by
Federal regulations, the sponsored activity go forward without
imposing such conditions or restrictions. In these cases, the Vice
President for Academic Affairs and the Associate Vice President for
Graduate Studies and Research shall make the final decision regarding
resolution.
4. The approved resolution plan shall be documented in writing detailing
the conditions or restrictions imposed upon the Investigator in the
conduct of the sponsored activity or in the relationship with the
business enterprise or entity.
5. Actual or potential conflicts of interest will be satisfactorily managed,
reduced, or eliminated in accordance with these guidelines and all
required reports regarding conflicts of interest submitted to the sponsor
prior to the expenditure of any funds under an award.
B. Records of Investigator financial disclosures and of actions taken to manage
actual or potential conflicts of interest, shall be retained by the Office of
Research and Sponsored Programs until three (3) years after the later of the
termination or completion of the award to which they relate, or the resolution
of any government action involving those records.
V. Enforcement
A. The Vice President for Academic Affairs shall be responsible for determining
and implementing sanctions on Investigators who have violated this policy in
terms of a conflict of interest resolution. The Investigator shall be notified in
writing of the recommended sanctions within twenty (20) days. If the
sanctions involve a recommendation for termination of employment, the
University academic termination procedures will be invoked. The University
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must take action appropriate for the seriousness of the violation, including, but
not limited to, one or more of the following, subject to existing University
policies for institutional disciplinary action:
1. Termination
2. Removal from particular activity
3. Special monitoring of future work
4. Letter of reprimand
5. Probation for specified period with conditions specified
B. The University shall follow Federal regulations regarding the notification of
the sponsoring agency in the event an Investigator has failed to comply with
this policy. The sponsor may take its own action as it deems appropriate,
including the suspension of funding for the Investigator until the matter is
resolved.
Individuals may appeal the judgment and/or the sanction. A written statement of the
grounds for the appeal must be submitted to the President within thirty (30) days of
written notification of the sanctions. Grounds for appeal include, but are not limited to,
previously unconsidered material evidence, sanctions not commensurate with the finding,
and failure to follow the prescribed process. Upon receipt of a written appeal, the
President will evaluate the evidence and make a determination. The President will open
an investigation if the previously unconsidered material evidence so warrants and may
open an investigation if circumstances so dictate. The President's decision will be
conveyed to all involved in a timely fashion, but must be conveyed within thirty (30)
working days. In the case of termination, the appropriate University policies on
termination for cause shall be followed.
VI. Other Policies
This policy has been developed in response to Federal guidelines for sponsored activities.
State ethics laws regarding employee conduct may also apply to situations involving
potential conflicts of interest. Employees are encouraged to cross reference the policies
listed below and to alert their supervisor(s) of any situation that may be perceived as a
potential conflict of interest.
Source of Authority: Vice President for Academic Affairs
Cross Reference: 42 CFR part 50, A5 CFA subtitle A 45 CFR subtitle A, NSF GPM
$±Q; Faculty Handbook; E-15. Employee Conduct: E-56. Ethics Policy Statements
Contact for Revision: Associate Vice President for Graduate Studies and Research
Forms: Significant Financial Interest Disclosure Form
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Misconduct in Research A-3L5
Original Implementation: April 27,1994
Last Revision: July 27, 1999 January 15, 2002
I. Policy Statement Relating to Misconduct in Research
A. Stephen F. Austin State University strives to create a climate that promotes
faithful adherence to high ethical standards in the conduct of scientific
research, scholarship, and creative activities without inhibiting the
productivity and creativity of the academic community. Misconduct in
research/scholarly activity is an offense that damages the reputation not only
of those involved but also of the entire educational community.
B. Misconduct in research means fabrication, falsification, plagiarism, or other
practices that materially deviate from those that are commonly accepted
within the scientific and scholarly community for proposing, conducting, or
reporting research or other scholarly activity. It does not include honest errors
or honest differences in interpretations or judgments.
C. Misconduct in research/scholarly activity is a major breach of the relationship
between a faculty or staff member and the institution. In order to maintain the
integrity of research projects, every investigator should keep an auditable
record of experimental protocols, data, and findings. Co-authors on research
reports/or scholarly works of any type must have a bona fide role in the
research and must accept responsibility for the quality of the work reported.
D. Any inquiry or investigation of allegations of misconduct in
research/scholarly activity must proceed promptly and with due regard for the
reputation and rights of all individuals involved.
E. The University will take all reasonable steps to assure that the persons
involved in the evaluation of the allegations and evidence have appropriate
expertise and that no person involved in the procedures is either biased against
the accused person(s) or has a conflict of interest.
II. Procedures for Addressing Misconduct in Research/Scholarly Activity
A. Initial allegations, in writing, must be reported to the Vice President for
Academic Affairs. If the Vice President for Academic Affairs has a possible
conflict of interest, the allegations will be referred to the President of the
University.
The Vice President for Academic Affairs shall informally review any
allegations of misconduct in research and scholarship and determine whether
the allegation warrants initiation of the inquiry process according to the
policies and procedures for misconduct in research and scholarship, or
whether other policies and procedures, such as those relevant to employment
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grievances should be invoked. The Vice President for Academic Affairs will
counsel the individual(s) bringing the allegation as to the policies and
procedures to be used. If the reporting individual chooses not to make a
formal allegation but the Vice President for Academic Affairs believes that
reasonable cause exists to warrant an inquiry, the inquiry process shall be
initiated.
Even if the individual against whom the allegation is made (hereafter referred
to as the respondent) leaves or has left the University before the case is
resolved, the University may pursue an allegation of misconduct to its
conclusion.
Once an allegation is made, the identity of the respondent will be held in strict
confidence to the extent allowed by law to protect the individual involved.
Where the complainant seeks anonymity, the Vice President for Academic
Affairs shall operate in such a way as to maintain the anonymity to the degree
compatible with accomplishing the initial review. Such anonymity cannot,
however, be assured. Further, anonymity of the complainant is neither
desirable nor appropriate where the testimony or witness of the complainant is
important to the substantiation of the allegations.
B. Inquiry
1. Purpose
Whenever a warranted allegation or complaint involving the
possibility of misconduct is made, the Vice President for Academic
Affairs shall initiate an inquiry. In the inquiry stage, factual
information is gathered and expeditiously reviewed to determine if an
investigation of the charge is warranted. An inquiry is designed to
separate allegations deserving of further investigation from frivolous,
unjustified, or clearly mistaken allegations.
2. Structure
a. The Vice President for Academic Affairs shall, after a decision
to proceed with an inquiry, appoint an individual to conduct an
official inquiry. This individual will have no conflict of
interest, hold no appointment in the departments of either the
complainant or the respondent, and have appropriate expertise
for evaluating the information relevant to the case. Every effort
will be made following initial administrative review of the
allegation to appoint an individual within fifteen (15) working
days, but the individual must be appointed within thirty (30)
working days.
b. Records of the inquiry are confidential to the extent allowed
by law and are to be passed on to a Committee of Investigation
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if formal review is initiated. In any case, the records shall be
kept secure, and if no misconduct is found, the records should .
be destroyed in accordance with Texas law. At the option of
the individual conducting the inquiry, proceedings either will
be tape recorded or transcribed and the records will be made
available to appropriate and involved parties upon request.
c. The inquiry phase will be completed within sixty (60) calendar
days of its initiation unless the individual determines that
circumstances clearly warrant a longer period. In such
circumstances, the individual will advise the Vice President for
Academic Affairs who will advise all relevant parties. The
record of the inquiry will include documentation of the reason
for exceeding the sixty (60) day period.
d. All principals in the inquiry may be accompanied by a
representative for advice and counsel. However, since the
inquiry is informal and intended to be expeditious, principals
must speak for themselves.
3. Process
a. The Vice President for Academic Affairs is responsible for
notifying all parties in writing of the allegations and of the
procedures that will be used to examine the allegations.
Further, they will be informed of the individual proposed to
conduct the inquiry for the purpose of identifying in advance
any actual or potential conflict of interest.
b. Information, expert opinions, records, and other pertinent data
may be requested by the individual conducting the inquiry. All
involved parties are obliged to cooperate with this individual
by supplying such requested documents and information.
c. During the inquiry, access to copies of all documents reviewed
by the individual conducting the inquiry will be assured to all
appropriate parties. All materials will be considered
confidential to the extent allowed by law and shared only with
those with a need to know. During the inquiry, the Vice
President for Academic Affairs and the individual conducting
the inquiry are responsible for security of relevant documents.
Copies of all documents and related communications are to be
securely maintained in the Office of Research and Sponsored
Programs.
d. All parties to the case, including the individual conducting the
inquiry, shall have the opportunity to present evidence and to
call witnesses.
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4. Findings
a. The completion of an inquiry is marked by a determination of
whether or not an investigation is warranted. The individual
conducting the inquiry shall find no misconduct unless it is
concluded, based on the preponderance of evidence for each
allegation, that the allegation(s) have sufficient merit to call for
an investigation. The outcome of the inquiry will be conveyed
in writing to the Vice President for Academic Affairs, who will
be responsible for communication of the findings to the
respondent within ten working days. The respondent shall be
given the opportunity to comment in writing upon the findings
and recommendations of the inquiry. If the respondent chooses
to comment, such comments must be forwarded as soon as
possible within ten (10) working days.
b. If the outcome of the inquiry indicates a need for formal
investigation, the Vice President for Academic Affairs shall,
after notification to the appropriate Dean(s) and legal counsel,
initiate the investigative process. Under certain circumstances,
as defined by the applicable federal regulations, the institution
may be expected to notify the sponsoring agency or funding
source prior to the initiation of an investigation. Factors used to
determine the timing of such notification include the following:
(1) There is an immediate health hazard involved; (2) There is
an immediate need to protect federal funds or equipment; (3)
There is an immediate need to protect the interests of the
person(s) making the allegations or of the individual(s) who
is(are) the subject(s) of the allegations as well as his/her(their)
co-investigators and associates, if any; (4) It is probable that
the alleged incident is going to be reported publicly; or (5)
There is a reasonable indication of possible criminal violation.
c. If an allegation is found to be unsupported but has been
submitted in good faith, no further action, other than informing
all parties, will be taken. The proceedings of an inquiry,
including the identity of the respondent, will be held in strict
confidence to the extent allowed by law to protect the parties
involved. If confidentiality is breached, the University will take
reasonable steps to minimize the damage to reputations that
may result from inaccurate reports.
d. If the individual conducting the inquiry finds the allegations to
be unjust and malicious, those findings will be reported to the
Vice President for Academic Affairs. At this time the Vice
President for Academic Affairs may take such actions or
impose such sanctions as are appropriate to the situation.
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C. Investigation and Determination
1. Purpose
An investigation will be initiated when an inquiry results in a finding
that investigation is warranted. The purpose of investigation is to
explore the allegations further and determine whether misconduct in
research and scholarship has been committed. The investigation will
focus on accusations of misconduct as defined previously and examine
the factual materials of each case. In the course of an investigation,
additional information may emerge that justifies broadening the scope
of the investigation beyond the initial allegations. The respondent will
be informed in writing when significant new directions of
investigation are undertaken.
2. Structure
a. The Vice President for Academic Affairs will, after a decision
to proceed with an investigation, and after consultation with the
chair of the University Research Council, appoint an
Investigating Committee of no less than three persons. At least
two members will be senior faculty who are without conflict of
interest, hold no appointment in the departments of either the
complainant or the respondent, and have appropriate expertise
for evaluating the information relevant to the case.. The
individual who conducted the inquiry shall not serve on the
Investigating Committee. Following receipt of the inquiry
report, every effort will be made to appoint an Investigating
Committee within fifteen (15) working days, but the
Committee must be appointed within thirty (30) working days.
b. At its first meeting, the Committee will elect a chairperson to
handle procedural and administrative matters.
c. Hearings are confidential Written notification of hearing dates
and copies of all relevant documents will be provided by the
Vice President for Academic Affairs in advance of scheduled
meetings. Proceedings will be tape recorded, but not the
Committee s deliberations, and the records will be made
available to involved parties upon request.
d. Every effort should be made to complete the investigation
within 120 days; however, it is acknowledged that in some
cases this time period may be difficult to meet. In such cases,
the Investigating Committee shall compile a progress report,
identify reasons for the delay, and notify the Vice President for
Academic Affairs of the additional time necessary for the
investigation. The Vice President for Academic Affairs shall
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convey to the funding agency such information as may be
required by it at intervals as required by the agency.
e. Both the principals and the Investigating Committee may
discuss the issues personally or have a representative
accompany them.
3. Process
a. The Vice President for Academic Affairs is responsible for
notifying all parties in writing of the allegations and of the
procedures that will be used to examine the allegations.
Further, they will be informed of the proposed membership of
the Committee of Investigation for the purpose of identifying
in advance any actual or potential conflict of interest.
b. All parties to the case, including the Investigating Committee,
may present evidence and call and examine or cross-examine
witnesses. The investigation normally will include examination
of all documentation, including, but not necessarily limited to,
relevant research data and proposals, publications,
correspondence, and memoranda of telephone calls. The
Committee will make every attempt to interview all individuals
involved in making the allegation or against whom the
allegation is made, as well as other individuals who might have
information regarding key aspects of the allegations; complete
summaries of these interviews will be provided to the
interviewed party for comment or revision and included as part
of the investigatory file. Additional hearings may be held, and
the Committee may request the involvement of outside experts.
The investigation must be sufficiently thorough to permit the
Committee to reach a decision about the validity of the
allegation(s) and the scope of the wrongdoing or to be sure that
further investigation is not likely to alter an inconclusive result.
In addition to making a judgment on the veracity of the
charges, the Committee may recommend to the Vice President
for Academic Affairs appropriate sanctions if warranted.
c. As the University is responsible for protecting the health and
safety of research subjects, students, and staff, interim
administrative action prior to conclusion of either the inquiry
or the investigation may be indicated. Such action, ranging
from slight restriction to complete suspension of respondent
and notification of external sponsors, if indicated, is initiated
by the Vice President for Academic Affairs.
d. All parties in the investigation are encouraged to cooperate by
producing any additional data requested for the investigation.
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Copies of all materials secured by the Committee shall be
provided to the respondent and may be provided to other
concerned parties as judged appropriate by the Committee.
e. The respondent shall have an opportunity to address the
charges and evidence in detail.
f. After all evidence has been received and hearings completed,
the Investigating Committee shall meet in closed sessions to
deliberate and prepare its findings and recommendations. The
Committee shall find no academic misconduct unless a
majority of the members conclude that the preponderance of
the credible evidence substantiates the allegation(s).
g. All significant developments during the investigation as well as
the findings and recommendations of the Committee will be
reported by the Vice President for Academic Affairs to the
research sponsor if appropriate.
4. Findings
a. Upon completion of the investigation, the Committee will
submit to the Vice President for Academic Affairs a full
written report that details the Committee's findings and
recommendations. The Committee's findings are binding upon
the Institution subject to appeal by the respondent.
b. This report shall also be sent to the respondent by the Vice
President for Academic Affairs within ten (10) days of its
receipt.
5. Resolution
a. Finding of Absence of Academic Misconduct
All research sponsors and others initially informed of the
investigation will be informed in writing that allegations of
misconduct were not supported. If the allegations are deemed
to have been maliciously motivated, the Committee will report
those findings to the Vice President for Academic Affairs. If
the allegations, however incorrect, are deemed to have been
made in good faith, no additional measures are indicated and
efforts will be made to prevent retaliatory actions. In
publicizing the finding of no misconduct, the University will be
guided by whether public announcements will be harmful or
beneficial in restoring any reputation(s) that may have been
damaged. Usually, such decision will rest with the person who
was innocently accused.
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b. Finding of Presence of Academic Misconduct
The Vice President for Academic Affairs shall consider the
recommendations of the Committee and shall be responsible
for determining and implementing sanctions. The respondent
shall be notified in writing of the recommended sanctions
within twenty (20) days. If the sanctions involve a
recommendation for termination of employment, the
University academic termination procedures will be invoked.
The University must take action appropriate for the seriousness
of the misconduct, including, but not limited to, one or more of
the following, subject to existing University policies:
1) Institutional Disciplinary Action including:
a) Removal from particular project
b) Special monitoring of future work
c) Letter of reprimand
d) Probation for specified period with conditions specified
e) Suspension of rights and responsibilities for a specified
period, with or without salary
f) Financial restitution
g) Termination of employment/enrollment
2) Notification. The Vice President for Academic Affairs is
responsible for notification of the outcome to all federal
agencies, sponsors or other entities initially informed of the
investigation. Consideration should be given to formal
notification of involved parties such as:
a) Sponsoring agencies, funding sources
b) Co-authors, co-investigators, collaborators, department,
University publications
c) Editors of the journal(s) in which fraudulent research
was published
d) State professional licensing boards
e) Editors of journals or other publications, other
institutions, sponsoring agencies, and funding sources
with which the individual has been affiliated
f) Professional societies
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3) Interim sanctions may be imposed during the appellate
process.
6. Appeal
Individuals may appeal the judgment of the Investigating Committee
and/or the sanction. A written statement of the grounds for the appeal
must be submitted to the President within thirty (30) days of written
notification of the sanctions. Grounds for appeal include, but are not
limited to, previously unconsidered material evidence, sanctions not
commensurate with the finding, and failure to follow the prescribed
process. Upon receipt of a written appeal, the President will evaluate
the evidence and make a determination. The President shall reopen the
investigation if the previously unconsidered material evidence so
warrants and may reopen the investigation if circumstances so dictate.
The President's decision will be conveyed to all involved in a timely
fashion, but must be conveyed within thirty (30) working days. In the
case of termination, the appropriate University policies on termination
for cause shall be followed.
Source of Authority: Vice President for Academic Affairs
Cross Reference: None
Contact for Revision: Director of Research Services Associate Vice President for
Graduate Studies and Research
Forms: None
P18
Non-Credit Continuing Education A-32
Original Implementation: March 9,1978
Last Revision: April 19, 1999 January 15, 2002
Stephen F. Austin State University's mission statement includes a service mission to
focus on vital community outreach programs. To assist the University in this mission, the
Division of Continuing Education in the College of Applied Arts and Sciences serves to
meet the educational needs, outside the framework of traditional academic credit
programs, of individuals and groups. These needs are met by offering non-academic
credit short courses, seminars, workshops, conferences, institutes, and camps for personal
and professional enrichment and professional accrediting agencies; University
educational travel activities whether for credit or non-credit purposes (see Policy A-36,
Out-of-State Travel/Study); and other special activities.
I. Role and Scope
The Division of Continuing Education is designated as the administrative unit of the
University for all sponsored non-academic credit continuing education activities
(exceptions are not-for-profit colloquia, symposia, art exhibitions and for free and for
charge concerts, recitals, and performances). All non-credit outreach emanating from the
University must comply with the Texas Education Code, chapter 54.545, entitled, Fees
for Continuing Education Courses, which states that: "The board shall set the fee (for
continuing education) in an amount sufficient to permit the institution to recover the costs
to the institution of proving the course". Administrative units which have been awarded
legislative appropriations for outreach and can assure compliance with the Texas
Education Code, may establish their own designated continuing education organization
with the approval of the Vice President for Academic Affairs. Centralized continuing
education administration at the University is a necessity to ensure that all such efforts are
financially self-sufficient, and that there is uniform compliance with University, state and
federal policies, procedures, and guidelines.
A. Goals:
The overriding goals of the Division of Continuing Education are:
1. to provide life-long learning and training opportunities to the residents of the
region
2. to make Continuing Education and outreach at SFA self-supporting and to
enhance and enlarge the Continuing Education programming of the University
3. to compensate instructors or coordinators at the highest possible level to make
it economically worthwhile to be involved in Continuing Education
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B. Options:
1. An activity for which SFA/CE does not collect registration fees, but participants
do pay a registration fee to the sponsor. In such cases a university facility use
fee will be charged. This fee is assessed as a cost per person per day. Additional
line-item charges may be levied.
2. An activity for which there is a registration fee collected by the Division of
Continuing Education. In such cases a percentage of gross revenues will be
assessed.
3. An activity for which there is no fee but the coordinator or programmer desires
CEUs (continuing education units). The Division of Continuing Education will
be a co-sponsor and not have any administrative duties except to certify that the
activity is eligible for CEUs under University, state, and Southern Association
for College and Schools (SACS) guidelines. A CEU certificate will be provided.
Each of the above will be determined by the Director of Continuing Education
in conjunction with the Dean of Applied Arts & Sciences. Annual fee schedules
will be filed with the Vice President for Academic Affairs.
II. Responsibility
The Division of Continuing Education is responsible for:
A. assisting any department or individual in planning and implementing a continuing
education activity. (Exceptions to this policy must be granted by the Vice
President for Academic Affairs.);
B. collecting and disbursing all funds involved in such activities and maintaining
proper financial records in line with fiscal regulations of the University;
C. maintaining a system of student records and preparing transcripts where applicable
for professional compliance and/or certificates for CEUs;
D. meeting the guidelines established by the University, Texas Higher Education
Coordinating Board, and the Southern Association of Colleges and Schools in the
awarding of Continuing Education Units (CEUs).
III. Procedures
These procedures are to be implemented in the planning of an activity through the
Division of Continuing Education:
A. Should the person in charge of an activity be a University faculty member, he/she
must submit an "Activity Request Form" for approval by the respective
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department chair, college dean (if activity directly is related to academic discipline
of employment), and the Division of Continuing Education. If the activity is
outside one s academic discipline, a vita must be submitted stating qualifications
to direct the proposed activity.
B. Should the person in charge of an activity be a University employee, but not an
academic faculty member, he/she must submit an "Activity Request Form" along
with a resume or vita stating qualifications to direct the proposed activity for
approval by the respective department chair, manager, or administrator, and the
Division of Continuing Education.
C. Should the person in charge of an activity not be a University employee, he/she
must submit an "Activity Request Form" along with a resume or vita stating
qualifications to direct the proposed activity for approval by the Division of
Continuing Education.
D. Should the activity be a camp, a list of organizers must be provided along with
their qualifications to direct such an event. An "Activity Request Form" must be
submitted for approval by the Division of Continuing Education. The activity
request shall receive timely consideration and approval if it meets the criteria for
outreach/continuing education as established by University, state, and/or SACS.
The applicant will be contacted if changes are proposed or necessary. Issues of
pricing, timing, market, instructor credentials, space availability, and academic
compatibility are issues to be reviewed.
When the activity request is approved, the person in charge of the activity should
plan with the Division of Continuing Education as to the services needed.
Services include, but are not limited to:
1. Designing and printing of the brochure/program
2. Mailing and advertising
3. Securing facilities
4. Conducting pre-registration
5. Collecting fees
6. Conducting on-site registration
7. Securing equipment, materials, and supplies
8. Providing official registration and attendance forms
9. Granting of CEUs
10. Acting as fiscal agent of event/activity, including:
a. Purchasing
b. Payments
c. Receipts
d. Accounting
e. Stipends
f. Payroll issues and compliance
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E. Travel
1. All organizers of non-academic travel activities offered through the Division of
Continuing Education must file an "Activity Request Form" with the Director of
Continuing Education. The organizer will list on the form the stated objectives of
the travel activity, showing goals that are compatible with the University and the
Division of Continuing Education.
2. The agreement with the travel agency, carrier or vendor shall contain a clause that
specifies that transportation, lodging, and food services are the responsibility of
the carrier and not the University. Model statements may be obtained from the
Director of Continuing Education and must be attached to the "Activity Request
Form."
3. All other considerations of an activity with travel as its principal focus are found
in Policy A-36, Out-of-State Travel/Study.
IV. Fiscal Considerations
The following items shall apply to the fiscal planning for all activities under the Division
of Continuing Education, which must be self-supporting:
A. Fees: Registration or enrollment fees should be set at a level to cover the cost of
the activity and include reasonable fees for operating overhead of the Division.
B. Material and supplies: Requisitions to purchase necessary materials and supplies
must be submitted to the Division of Continuing Education for processing. All
purchasing requisitions shall comply with state and federal laws, rules, and
regulations regarding competitive procurement. If materials are already are on
hand, an IDT will be processed to reimburse the department for the expense.
C. Promotion: As soon as the activity is approved, requisitions for printing, activity
advertising, and public relations should be submitted to the Division of Continuing
Education for processing according to University and state regulations regarding
competitive procurement. The Division of Continuing Education will contact
Purchasing and the Office of Public Affairs on behalf of the activity. Any activity
with a general audience appeal will be assessed a pro-rata fee for newspaper
advertising.
D. Budget: A budget will be prepared to be used as a basis for setting the registration
fee. Every event is intended to provide sufficient revenue to cover all direct costs,
including stipends, benefits, and overhead. Should insufficient enrollment occur,
the event will be canceled. Under some circumstances an event may be conducted
with insufficient enrollment if the instructor agrees to a reduced stipend (the intent
is to recoup other expended funds on creating the event).
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E. Stipends: The basis and rate of pay will be negotiated with the coordinator or
instructor of an activity and will be confirmed in a letter of agreement.
Depending on the nature of the activity, a percentage of revenue or an hourly
instructor fee with some preparation time included will be negotiated. Payments
may be made to instructors, coordinators, sponsoring departments, or other
entities all to be established in advance in the "Activity Request Form".
The Division of Continuing Education will follow University, state and federal
regulations regarding payment of stipends/compensation to those involved with the
activity. Determination will be made as to status independent contractor,
employee of the University, etc., and processed accordingly. All full-time University
employees are subject to payroll taxes, insurance/retirement deductions if appropriate.
Part-time employees are subject to payroll taxes and other appropriate deductions, i.e.,
state retirement contributions, if employed by other state agencies or public school
systems.
F. Financial Records: As soon as all revenues are collected and all expenses paid, the
Division of Continuing Education shall prepare a financial statement for the
activity. A copy will be furnished to the person in charge. Confirmation of
surplus/deficit (net income before stipends) will be noted by the instructor or
coordinator. All fiscal policies of the University will be followed in
revenue/expense processing. Request for stipend payments will be made in
accordance with University procedures.
G. Facilities: Dedicated space for the Division of Continuing Education consists of
offices located at 541 E. College and Room 421, Liberal Arts North. All other
facilities must be arranged with respective building managers. Should additional
clean-up, repairs, etc. be required, these should be included in the budget of the
continuing education activity.
The Division of Continuing Education is authorized to contract for non-University
facilities.
H. Refunds: The following refund policy shall be published at least once each fiscal
year and distributed to the participants upon request.
1. Registrants who withdraw prior to beginning of the activity will receive a
refund minus a processing fee ($100 or less, a 10% fee; over $100, a 5% fee)
2. No refund will be granted after the activity begins.
3. Should the activity be canceled by the Division of Continuing Education, a full
refund will be given.
4. Substitutes for registrants may attend provided that notification is received by
the Division prior to the start of the activity.
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5. When activities include meals, the cost of food service will also be deducted
from the refund if notice is not received 48 hours in advance of the beginning of
an event.
6. Under special circumstances non-refundable deposits may be required.
7. With less than projected enrollment, the activity may be postponed, rescheduled
or canceled.
I. Audio-visual Equipment: All audio-visual equipment must be requested from the
Division of Continuing Education. If such is available, a fee schedule will be used
to determine actual cost of usage. Wear and tear, bulbs, etc. must be replaced.
These charges are in addition to the Continuing Education overhead percentage.
V. Income and Expenditure Distribution
A. All Continuing Education activities distribute revenue as follows:
1. Division of Continuing Education overhead is set by the activity
2. Instructor/coordinator stipend is set by a letter of agreement
3. Materials/supplies are itemized at actual expense
4. Advertising/promotion is set at $10 plus actual expense
5. Production is itemized at actual expense
6. Other costs are itemized according to a schedule of actual expense
B. Facility Use Fees:
A facility use fee may be charged in lieu of overhead expenses to cover the use of
state facilities, equipment, or staff.
C. Deposits:
The Division of Continuing Education may require a security/guarantee deposit of
10% of expected activity expenses or $500, which ever is greater. The security
deposit is required for, but not limited to, activities where expected expenses exceed
$5,000, and shall be paid six months, or as soon as practical, prior to the activity date.
The security deposit, minus any incurred activity expenses, is refundable up to three
months prior to the activity. Cancellation within three months of the activity date
forfeits refund of the deposit. Upon completion of the activity, the deposit will be
applied toward financial obligations. The Director may modify or waive the security
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deposit for individual activities. University sponsored activities are exempt from
security/guarantee deposit.
D. Pre-Payments and Advances:
1. Some activities may require pre-payment of enrollment/registration fees to
confirm registration. Registration is complete upon receipt of payment.
2. In the event an instructor or coordinator is given an advance on expected
income from an activity, and it is determined, upon completion of the activity
and the final expense report, that the instructor or coordinator was over-compensated,
the full amount of the overpayment must be returned to the
Division of Continuing Education within 15 days.
Source of Authority: Vice President for Academic Affairs, Texas Education Code
Cross Reference: None
Contact for Revision: Vice President for Academic Affairs
Forms: Activity Request and Approval Form (Available in the Division of Continuing
Education)
P25
Out-of-State Travel/Study A-36
Original Implementation: September, 1981
Last Revision: July 27,1999 January 15, 2002
Out-of-state travel courses are those courses whose fundamental content is based on the
use of natural or cultural resources found outside the state and in which a majority of
instruction is delivered out-of-state. They do not include courses delivered on campus in
which incidental travel to another state for enrichment activities occur.
Requests for courses involving out-of-state travel must be routed, using an "Out-of-State
Travel/Study Course Request Form", for approval via the instructor's department Chair,
college Dean, the Director of Continuing Education, the Dean of Applied Arts and
Sciences (who is out-of-state travel/study coordinator and responsible for submitting
course requests to the THECE), and the Vice President for Academic Affairs.
1. The approval process consists of two stages.
a. Tentative approval prior to formal arrangements and an agreement with a licensed
carrier or travel agency if required. Criteria for approval shall be those set by the Texas
Higher Education Coordinating Board and stated as follows:
(1) No courses which offer credit primarily for travel, recreation, or pleasure may
be authorized.
(2) No out-of-state classes may be offered to serve non-Texas residents unless they
are degree candidates at Stephen F. Austin State University, and they must be charged the
non- resident or foreign student tuition as established by law.
(3) No student may be eligible to enroll in an out-of-state class unless the student
has satisfied all University and degree program admission requirements and has paid all
appropriate fees.
(4) All courses must be in the approved course inventory and be applicable to a
program approved by the Coordinating Board.
(5) In accordance with THECB Rules: (Chapter 5, Subchapter H, and
Memorandum of Reporting Out-of State and Out-ofCountry Courses dated April 10,
2001) each public institution wishing such approval shall submit its request on an "Out-of-
State Resident Credit Course Request" form. For each course or group of related
courses, the institution must attach a statement describing in detail how the course or
group of courses will utilize academic, cultural, or physical resources not reasonably
available in Texas.
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(6) The instruction in all authorized out-of-state classes must conform to all
relevant academic policies at SFASU. All courses must conform to the University's
workload and enrollment requirements, its contact hour/credit ratio, and similar matters.
(7) If a course is to be taught by adjunct faculty (anyone other than regular
University faculty), a statement must be attached describing the unique qualifications of
personnel to be employed at the out-of-state site.
(8) Motivation for the offering of courses must be educational, not entrepreneurial,
and may not result in improper advantage or financial gain for participating faculty and
staff. Out-of- state classes must emphasize their instructional nature. Any course
advertised or marketed to create the impression that it is primarily a credit-for-travel
experience will be disallowed.
(9) Any free tickets for travel, accommodations, or other expenses provided by
travel agents, carriers, or hotels must take the form of payments to SFASU and not be
made as gifts to faculty members or their families. Except for funds specifically
appropriated for international activities (e.g., state incentive programs, scholarships, etc.),
state funds will not be used for faculty and student travel, meals and lodging, or other
incidental expenses.
(10) Financial aid must be available to students registering for out-of-state classes
on the same basis as it would be for such students seeking financial aid for on-campus
instruction. Additional student financial aid may be furnished by the University as
appropriate.
(11) Minimum class enrollments will conform to the same standards applicable
were the class to be offered on-campus.
b. Final approval based upon the submission of a total itinerary, plan of study
and copies of promotional brochures to be used. The rationale used for final approval will
consist of a written explanation of how the course will involve cultural, intellectual,
academic or natural resources not accessible in Texas or produced via standard laboratory
exercises.
2. Deadlines for approval are as follows:
a. Tentative approval
(1) Fall semester: Prior to February 1
(2) Spring semester: Prior to June 1
(3) Summer semester: Prior to November 1
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b. Final approval and submission to the Coordinating Board
(1) Fall semester: May 1
(2) Spring semester: September 1
(3) Summer semester: February 1
3. The agreement with the travel agency carrier, or vendor shall contain the following
clause specifying that transportation, lodging, and food services are the responsibility of
the carrier and not the University:
Stephen F. Austin State University and its representatives shall assist the tour members in
making arrangements for hotels, transportation, sightseeing, restaurants, or any other
services in connection with the itinerary, and the University and its representatives shall
exercise reasonable care in making such arrangements. The University and its
representatives shall not, however, assume any liability whatsoever, for any injury,
damages, loss, delay or accident to person or property due to any act or default of any
hotel, carrier, restaurant, company, or person rendering any of the services included in the
tour. The tickets, coupons, rules, tariffs, or contracts currently in use by any carrier, hotel,
restaurant, or other contractor, rendering service, shall constitute the sole contract
between such contractor and the tour member. Further, (Tour Agent) and Stephen F.
Austin State University accept no responsibility for any damage or delay due to sickness,
pilferage, labor dispute, machinery breakdown, quarantine, government restrictions,
weather, or any cause beyond their personal control. The right is reserved to cancel or
change itineraries, or substitute services without notice and to decline to accept or retain
any tour member at any time. Additional expenses, if any, shall be borne by the
participants. The airlines concerned and their agents or affiliates, are not to be held
responsible for any act, omission, or event during the time passengers are not on board
the aircraft. The passenger ticket in use by said airline shall constitute, when issued, the
sole contract between the airline and the purchaser of these tickets and/or for the
passenger. Air fares are subject to change without notice. The services of any IATA
carrier may be used for these tours, and transportation within the USA may be provided
by any member carrier of the Air Traffic Conference of America. In view of the
statutory or contractual limitations which may apply to personal injury or losses or
damages to property, the purchase of accident and baggage insurance is strongly
recommended.
4. The brochure that is distributed to prospective students must contain a clause which
specifies that where there is a contract for transportation, lodging and food, the student's
contract is with the travel agency or carrier. The University is responsible for
instruction and credit only.
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5. All student deposits for reservations for a course involving contract travel will be
deposited with the Division of Continuing Education. After the deadline for reservations
has passed, a check will be drawn payable to the agency or carrier, or if the course
does not make, refunds will be made to students. For those courses not using contract
travel, deposits must be made immediately on receipt to the appropriate University
account.
6. All purchases are subject to the state bid procedures. Trip directors must submit
requests for bids or justifications for contracts with specific vendors or agents.
7. The salary of the instructor will be paid in one of the following ways:
a. The instructor's regular salary will be paid from the department's budget, or
b. The instructor's salary will be paid through the College of Applied Arts and
Sciences prorated on the basis of enrollment, not to exceed his/her regular salary.
8. There will be no travel allowance for the instructor unless specific exception is made
by the Vice President for Academic Affairs.
Source of Authority: Texas Higher Education Coordinating Board, President, Vice
President for Academic Affairs
Cross Reference: None
Contact for Revision: Vice President for Academic Affairs
Forms: Out-of-State Travel/Study Course Request Form (available in Division of
Continuing Education)
P29
Regents Professors A-38
Original Implementation: October, 1979
Last Revision: My27,l999-January 15, 2002
Each year at its spring meeting, the Board of Regents recognizes one or two truly
outstanding faculty members as Regents Professors for the coming academic year. These
professors receive a monetary award to be used in support of their activities in that year
and are recognized at the spring commencement ceremonies at the end of their term, at
which time they are presented a medal.
Only tenured full professors are eligible for nomination for Regents Professor.
1. A nomination shall be made by a tenured faculty member of the University in writing
to the department Chair and shall consist of the resume and supporting documents that
can be contained in one 3 inch, 3 ring, notebook.
2. A nomination shall bo submitted without regard to the distinction betwcon teaching
and research.
32. Previous recipients shall serve as a review panel and individually and independently
submit a ranking of nominees to the Vice President for Academic Affairs.
43. Nominations shall be reviewed by the Council of Deans, which shall recommend the
nominees who best represent teaching and/or research of exceptionally high quality.
$4. The Council of Deans shall make its recommendations, in turn, to the Vice President
for Academic Affairs, the President, the Chair of the Academic Affairs Committee of the
Board of Regents, and the full Board. Should the Council of Deans conclude that
nominees do not meet the expectations for a Regents Professorship, it shall recommend
that the honor not be bestowed.
€5. Recipients shall be chosen by the Board of Regents.
During the course of their initial year as Regents Professors, recipients shall be available
for consultation to tho academic community.
Source of Authority: Board of Regents, President, Vice President for Academic Affairs
Cross Reference: None
Contact for Revision: Vice President for Academic Affairs
Forms: None
P30
Underenrolled Classes A-46
Original Implementation: November 4,1977
Last Revision: January 19,1999 January 15, 2002
1. This policy applies to courses whose primary mode of instruction is lecture,
laboratory, or seminar.
±2. Underenrolled classes are organized undergraduate classes with less than 10
registered students and organized graduate classes with less than 5 registered students.
Organized classes are classes whose primary modo of instruction is lecture, laboratory,
seminar, or group telovision.M/m/wi/m enrollment requirements for off-campus, face to
face courses are addressed in Policy A-34: Off-Campus Courses.
23. No underenrolled classes shall be offered in any term except as authorized by the
Board of Regents of Stephen F. Austin State University.
£4. Only underenrolled classes that meet one or more of the following requirements may
be authorized to be taught as small classes:
a. Required coursed course required for graduation. (The course is not offered
each semester or term, and if cancelled may affect the date of graduation of those
enrolled.)
b. Required^ course required of majors in this field &&&-that should be completed
&is-m a given semester (term) to keep proper sequence in courses.
c. Course A course in a newly established degree program, concentration, or
support area.
d. Interdepartmental (cross-listed) courses taught as a single class by the same
faculty at the same station, provided that the combined courses do not constitute a
small class.
e. The ¥irstfirst time offering of the-a course.
f. A course the Class class size of which is limited by accreditation or state
licensing standards.
g. A course the Class class size of which is limited by availability of laboratory or
clinical facilities.
h. A class Voluntarily voluntarily offered by a faculty member in excess of the
institutional teaching load requirement and for which the faculty member receives
no additional compensation.
i. Sections of courses required by state law or regulation to bo offered (e.g., ENG
099, MTH 099).
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4. An underenroUed class of the same course may not be offered in consecutive semesters
or summer terms.
5. The University shall file with the Coordinating Board through its uniform reporting
system a small class report as required by state law or agency regulations.
Source of Authority: Texas Education Code, sec. 51.403 et seq.; Board of Regents;
President; Vice President for Academic Affairs
Cross Reference: Faculty Handbook
Contact for Revision: Vice President for Academic Affairs
Forms: None
P32
Student Evaluation of Faculty Instruction A-48
Original Implementation: April 20,1999
Last Revision: Ne&eJanuary 15, 2002
All courses taught by each faculty member (part-time, adjunct, teaching assistants) shall
be evaluated at least once a year by students in the courses. Courses evaluated will be
those taught in the fall and/or spring semesters. The purpose of the evaluations shall be
(1) to assist each faculty member in the continuous improvement of his/her instruction
and (2) to assist faculty and Chairs/Directors in making recommendations related to
personnel decisions. The format/instrument for evaluation shall be one(s) agreed upon by
individual colleges. There is no requirement for a common university evaluation
instrument. At the discretion of each faculty member, the evaluations may be made either
in the fall or spring except that the academic departmental/divisional Chair/Director shall
have the right to arrange all evaluations so as to achieve an equal balance by semester or
to meet accreditation requirements.
Procedures
1. The evaluations shall be conducted during the last three weeks preceding final
examinations.
2. The academic departmental/divisional Chair/Director shall arrange for the evaluations
of all of his/her faculty members courses.
3. The evaluation of each course shall be administered by a person designated by the
departmental/divisional Chair/Director.
4. A monitor shall remain in the classroom or laboratory until all instruments have been
completed. Then he/she shall gather all instruments and deliver them to the appropriate
departmental/divisional Chair/Director.
5. The Department Chair will report the results of the evaluation to the individual faculty
member after grades are recorded on students transcripts.
6. Information contained in the student evaluation shall be incorporated into the annual
faculty evaluation process used by the departmental/divisional Chair/Director, College
Dean, the Vice President for Academic Affairs, and the President.
Source of Authority: Vice President for Academic Affairs
Cross Reference: Faculty Handbook
Contact for Revision: Vice President for Academic Affairs
Forms: None
P33
Semester Grades A-54
Original Implementation: January 25,2000
Last Revision: aeae January 15, 2002
I. Recorded Grades
A student's grades are determined by daily work, oral and written quizzes, and afinal
examination. Faculty members may use a variety of factors including class attendance to.
establish a final grade for the course. (See Policy Statement A-10). A grade of A
indicates excellent; B, good; C, average; D, passing; F, failure; QF, quit failure; WH,
incomplete or grade withheld; WF, withdrew failing; WP, withdrew passing. WP and WF
are assigned only when a student has withdrawn from the University after mid-semester
or with special approval of the student's academic dean. No grade can be taken from the
record unless put there by mistake. Specified courses are graded on a pass (P)/fail (F)
system with no other grades awarded. A student who makes an F can get credit only by
repeating the work. A student who desires to repeat courses in order to improve his/her
GPA at SFA must repeat those courses at SFA.
II. Withheld Grades
Ordinarily, at the discretion of the instructor of record and with the approval of the
department chair, a grade of WH will be assigned only if the student cannot complete the
course work because of unavoidable circumstances. Students must complete the work
within one calendar year from the end of the semester in which they receive a WH, or the
grade automatically becomes an F. Students may not attend sections of a course in future
semesters to complete a WH grade. Limited course visitation may be arranged with
the permission of the instructor. When students register for the same course in future
terms the WH will automatically become and F and will be counted as a repeated course
for the purpose of computing the grade point average.
III. Grade Point Average
A grade of A gives the student four grade points per semester hour; B, three grade points;
C, two grade points; D, one grade point; and F, QF, W, WH, WF, and WP, no grade
points. The grade point average (GPA) is determined by dividing the sum of the grade
points earned at SFA by the total number of qttatity-homs attempted at SFA, subject to
the following exceptions: grades ofW, WH,P, and WP are not counted. In addition, the
repetition of a course may affect the grade point calculation as explained in Section TV,
Repeat Grades. , excluding P hours. (See below for special exceptions.)
An undergraduate student who desires to repeat courses in order to improve his/her grade
point average at SFA must repeat thoso courses at Stephen F. Austin State University.
The following rules apply:
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IV. Repeat Grades
A student who makes an F can get credit only by repeating the work. An undergraduate
student who desires to repeat courses in order to improve his/her GPA at SFA must
repeat those courses at SFA.
A. For any course that is repeated once at SFA, the higher of the two grades will be used
to determine the GPA.
B. If a course is repeated more than once at SFA, all grades earned for that course will be
used to determine the GPA. Credit hours for courses taken at other institutions to replace
credit hours earned at SFA may be used to meet graduation credit hour requirements, but
grades from transferred courses will not change the GPA based on courses taken at SFA.
Only grades earned at SFA will be used for calculating GPA.
Source of Authority: Vice President for Academic Affairs
Cross Reference: General and Graduate Bulletins, Class Attendance and Excused
Absences, Index A-10
Contact for Revision: VPAA
Forms: None
P35
Camp and Conference Reservations B-4
Original Implementation: 1987
Last Revision: January 30,2001 January 15, 2002
Each year Stephen F. Austin State University is host to a variety of camps, clinics, workshops,
and conferences. To facilitate the many and varied requests of these groups, the Coordinator for
University Reservations and Conferences, referred to in this booklet as the Coordinator, located
in the University Center, room 110, is available to assist Camp Directors in arranging housing,
meal tickets, meeting space, insurance, parking permits, and banquets. A camp as referred to in
this document refers to all special programs, camps and conferences.
Eligibility
Any camp or conference requesting use of University facilities must have a University sponsor.
If profit-making agencies are involved with the program, the sponsoring organization must
receive prior approval from the Vice President for Business Affairs to conduct the camp. All
adult, non-credit groups or University groups awarding Continuing Education Units must be
sponsored through the Department of Continuing Education.
It is the responsibility of the sponsoring individual or organization to ensure that programs and
activities conducted in the University Center or at other locations on the University campus are
in compliance with the Americans with Disabilities Act.
Age of Participants
Camp participants under ten (10) years of age are not permitted to stay over-night in the
residence halls unless accompanied by parents and under close supervision at all times.
Request for Camp/Conference Facilities
The first step for the Camp Director will be to submit a completed "Camp/Conference
Reservation Contract" to the Coordinator (see appendix for sample). The form should be
completed with estimates of size of the camp. Housing, meal cards, meeting space and other
requests will be reserved according to the stated needs on this form. Completion and return of
these forms as early as possible will help assure that each specific need will be met. Some areas
are limited and will be supplied on a first-come, first-serve basis. A packet containing passes,
tickets, insurance forms and instructions will be assembled and should be picked up at the
Coordinator's office two (2) weeks before the scheduled camp date.
Insurance Requirements
// is the responsibility of the sponsoring department to ensure that each group has appropriate
liability coverage.
All non-credit participants spending the night in University residence halls must be insured. A
per camper/night fee will be assessed at the completion of the camp and billed to the proper
P36
account. A list of names of all participants to be insured must be submitted to the office of the
Coordinator on the first working day of the camp session. Completing insurance forms are the
responsibility of the Camp Director. Forms returned because or insufficient information are also
the Camp Director's responsibility.
Health Clinic
A medical release and consent form (see appendix for sample) must be completed and signed by
the parent/guardian of each camper under age 18. Neither the clinic nor local hospitals will treat
a minor student without this release form in hand. The Camp Director is responsible for having
these forms signed and readily accessible at all times in case of an emergency.
Claim forms are available from the Coordinator as needed. The attending physician/professional
will forward the claim form to the insurance carrier following a medical visit. No claim will be
processed without the signature of a camp official.
A camp official must accompany a student camper to the University Health clinic, local hospital
emergency room, or pharmacy. I
Emergency Phone Number
All camp participants should be informed that a campus 911 number is available to them should
an emergency take place.
Parents of participants should be informed of the twenty-four (24) hour emergency phone
number (936) 468-2608 at the University Police Department.
Billing Procedures
Billing for summer camps will be handled through the Coordinator's office. Costs for meals,
housing and insurance will be negotiated each year and the projected costs made available upon
request. An account number or billing address should be supplied at the time of the original
camp reservation. After the camp is completed, one total bill for lodging, damages, lost keys,
meals, special banquets, SFA food service deliveries and pick-ups, insurance, and other
applicable costs will be assessed and billed to the camp account. Any damages, etc. discovered
after the close of the camp will remain the Camp Director's responsibility.
Camp cancellations must be made in writing to the Coordinator. Cancellations within one
month to two weeks prior to the starting date of the camp will incur a $100dollar cancellation
fee. There will be a $150 per day charge for each day that the camp was scheduled when the
cancellation is made within two weeks of the beginning date of the camp.
Housing
The Camp Director should estimate as closely as possible the number of students and counselors
needing University housing for the camp session. Space will be reserved as per the reservation
P37
completed by the Camp Director. Concurrent camps may result in two or more groups occupying
the same residence hall In the event that this becomes necessary, the Camp Director will be
allowed the opportunity to request additional facilities. The request for additional facilities will
be granted if housing facilities are available. Additional fees will be charged for this service and
will be established according to the type of facility requested.
Before the camp session, the Camp Director will receive lists of final hall assignments, summer
Hall Directors and their current phone numbers. Two weeks before the camp session the Housing
Department will send floor plans, roommate lists, information specific to the building such as
rooms being used for storage and not available to campers, and the current phone number for the
Hall Director. The Camp Director should contact the Hall Director as soon as the lists are
received and should keep the Hall Director updated on changes and special needs the camp may
have in the hall.
If it is necessary for a camp to have camp staff or campers arrive one night early or check out
one day later than the main camp, the early arrivals/late checkouts may be housed in a different
facility for this time. Any early arrivals or late checkouts must have authorized supervision.
Final Arrangements
At least two (2) weeks prior to the start of the camp session the Camp Director should contact the
Hall Director assigned to the camp to finalize arrangements. Issues to be discussed include early
arrivals, pre-camp inventory of the residence hall, check-in and checkout procedures, room
assignments, storage of equipment, late departures and end of conference inventory of the
residence hall.
The SFA Housing Department is responsible for the overall cleaning of the residence halls, but it
is the Camp Director's responsibility to make sure campers posters, trash and other items are
removed from the rooms and taken to the dumpster. The Camp Director is responsible for
removal of any writing on walls, mirrors or doors prior to departure.
Housing damages and lost key charges are assessed after the group has left the residence hall, but
remain the Camp Director's responsibility. (See Damages for more information) Groups meeting
in the lobbies of the residence halls are responsible for the general cleaning of these areas. Food
deliveries are not permitted after the front desk closes.
Participants may not use hallways, floors, or rooms other than those assigned to the camp.
Special Accommodations
Any camper or conference attendee that will need special accommodations due to a disability
should contact the Coordinator prior to arrival on campus.
The Camp/Conference Director Responsibilities
(Participants as presented below refer to all individuals associated with the camp/conference
including campers, instructors, staff and guests).
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The Camp/Conference Director:
1. Will provide counselors and staff for the camps, preferably one counselor per ten
campers. Campers should be supervised during any free time.
2. Inspects residence hall facilities immediately prior to and after the camp session;
3. Advises participants of appropriate check-in and checkout procedures including charges
for damages and lost keys;
4. Familiarizes participants with University policies, especially those pertaining to fire and
emergency evacuation procedures, appropriate conduct, possession of controlled
substances and fire arms, and authorized entry into rooms;
5. Maintains discipline of all participants;
6. Cooperates with the residence hall director and staff who are responsible for the safety,
security and maintenance of the building;
7. Collects and has readily available all Medical Release and Consent Forms on all
participants;
8. Informs the University in advance of early and late arrivals;
9. Completes insurance forms at the time of treatment;
10. Handles insurance forms returned for lack of student information;
11. Furnishes the coordinator with a camp roster as soon as possible but no later than twenty-four
(24) hours after camp check-in begins.
12. It is the responsibility of the sponsoring individual or organization to ensure that programs
and activities conducted in the University Center or at other locations on the University
campus are in compliance with the Americans with Disabilities Act.
The Hall Director's Responsibilities
The Hall Director is responsible for supervising the SFA residence hall staff. He/she will develop
a comprehensive work schedule, assist with distribution qfissue keys and moke room |
assignments as needed to provide the best possible service to conference guests. The hall
director will be available to assist the Camp/Conference Director in providing adequate
supervision and disciplinary guidelines to campers.
After camp completion, the Hall Director will be responsible for submitting to the Housing
Department the final count of rooms/beds used.
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The Hall Director:
1. Acts as a daily contact person to assigned groups;
2. Prepares staff for handling emergencies and familiarizes them with overall building layout
(elevators, fire alarms, etc.);
3. Interprets, supports, and enforces University policies, procedures, and regulations;
4. Completes work orders and maintenance requests as needed for efficient hall
maintenance;
5. Completes administrative paperwork as required by the Residence Life Office or the
Housing Department.
6. Assesses all Housing charges at the Conclusion of the conference.
Hall Director Phone List
The Hall Director reports to the Coordinator of Residence Life.
The Residence Hall Staffs Responsibilities
The residence hall staff, under the supervision of the Coordinator of Residence Life and the day-to-
day responsibility of the Hall Director, will assist in summer camp programs.
The Hall Staff:
1. Cooperates with the Hall Director in the operation of the residence hall;
2. Assists with check-in and preparation of facilities for each camp;
3. Assists with checkout and inspection of rooms at the close of each camp ;
4. Performs desk responsibilities during assigned desk hours, gives information, checks
guests in and out, issues keys, takes messages, and/or any other duties deemed necessary;
P40
5. Serves as a referral/resource person to camp participants;
6. Assists in acquainting Camp Director with University policy, emergency procedures and
facilities lay-out;
7. Maintains necessary reports and an accurate accounting of money, keys, maintenance
requests, damages, etc.;
8. Is accessible in emergency situations;
9. Maintains duty hours as assigned by the Hall Director;
10. Attends staff meetings as assigned by the Hall Director; and,
11. Performs other duties as assigned by the Hall Director.
Residence Hall Rules and Regulations
Agenda/Schedule. A copy of the agenda or schedule for each conference group must be left
with the Hall Director to assist the residence hall staff in directing student during their stay.
Alcohol. Alcohol is not allowed in residence halls at any time.
Cleaning Fee. Cleaning charges may result if the participant leaves the room in any condition
that requires custodial personnel to be called in for extra cleaning or the removal of trash from
the building.
Controlled Substance. Unlawful use, manufacture, possession, or delivery of any controlled
substance or dangerous drug is prohibited in residence halls.
Damages. The camp will be charged for any damages to the residence hall or its furnishings.
Attaching signs or posters to the doors or the walls with tape may result in damage charges. The
University is not responsible for any damage to a camper's room as a result of theft, vandalism,
or maintenance failure. The Housing Department encourages a representative from each group to
conduct a walk through inspection of each room prior to the arrival of the camp. All pre-existing
damages should be noted at that time. The Hall Director will be available to inspect each room
with the Camp Director upon request. The Camp Director is responsible for removal of any
writing on walls, mirrors or doors prior to departure. Housing damages and lost key charges are
assessed after the group has left the residence hall, but remain the Camp Director's responsibility.
Desk. The desk will be open from 10 a.m. until the Camp curfew (no later than midnight).
Messages for camp participants received by desk attendants will be posted in a central location
and not delivered to individual rooms. The Hall Director will unlock the front doors at the time
requested by the camp director. The front door will be locked at midnight, or earlier if requested.
P41
Any one that is locked out of the building may use the emergency phone located next to the door
to contact the University Police Department for admittance to the building.
Desk Deliveries. Deliveries of prepaid merchandise may be made to the residence hall desk
while it is open. Desk assistants will notify participants of a delivery, but shall in no way be
made accountable for such items. Occupants will be contacted for deliveries when payment is
needed.
Discipline and Supervision. It is the responsibility of the Camp Director or camp staff to
administer discipline to participants who violate camp or University regulations. On occasions
when camp personnel are not available, residence hall personnel will temporarily handle the
situation. In cases of chronic or severe discipline problems, the residence hall director reserves
the right to recommend that a camp participant be sent home. Violation of federal, state or
municipal law will require the involvement of the University Police Department. All camps must
provide on - site camper supervision throughout the duration of the camp. This includes
overnight supervision within the residence hall.
Emergency. In case of an emergency call 911 or University Police at (936) 468-2608.
Entry-Authorized Entry Into Rooms. Entry into a residence hall does not normally constitute a
search. University personnel and the camp staff may enter a room to remove a potential fire,
safety, or health hazard; to perform maintenance; to correct situations intruding upon the comfort
of others (a phone or alarm clock continuously ringing, loud radios, etc.); to retrieve items upon
request of the participant's immediate family; and to retrieve the personal belongings of other
individuals where there is no apparent dispute to ownership of the property.
All other situations which would require entry into a room should be coordinated with the Hall
Director who may consult with University Police.
Evacuation Procedures. All persons are required to evacuate a building when an emergency
alarm is activated. If an alarm sounds, each person must leave the room and proceed to the
nearest clear exit. Stairwells must be used instead of elevators. If the camper is unable to exit the
room, a towel, sheet, or similar item should be placed outside the window, so that emergency
personnel will know that someone is in the room. Camp Directors may request that a fire drill be
scheduled during the camp by contacting the Hall Director prior to arrival.
Facility Sharing. In order to be more energy efficient, two or more camps may be scheduled in
the same facility.
Firearms. Possession or use of weapons or explosives (such as pistols, rifles, shotguns,
firecrackers, cherry bombs, or any weapons prohibited by laws of the state of Texas) in
University-owned-or-controlled buildings is prohibited.
Fire Safety. No incense or candles may be burned in residence halls. If an extinguisher is
maliciously discharged, a fee for refilling the extinguisher and for clean-up will be assessed.
Transmission of a false alarm is a violation of state law and violators will be prosecuted.
P42
Gambling. Gambling in any form is prohibited.
Games. Because of potential physical harm or residence hall damage, active games such as
running and the use of frisbees, footballs, ice or water fights etc., are not allowed within
residence halls. It is the responsibility of the camp to store the equipment for the camp such as
basketballs, etc.
Guests With Disabilities. Conference guests that need any special accommodations should
contact SFA's Camp Coordinator prior to arrival.
Housekeeping. Housekeeping staff are on duty Monday through Friday. Common areas of the
residence halls and community bathrooms are cleaned daily. Cleaning of individual rooms and
trash in individual rooms is the responsibility of the camper. Any housekeeping concerns should
be reported to the front desk.
Keys. Individual K-keys are issued according to the Camp Director's request an ^University
Policy to each camper at the time of check-in. Keys must be turned in to residence hall staff at
checkout. A replacement fee will be assessed for each key that is not returned at the end of the
camp session. This charge covers the cost to change the lock and make a new set of keys. Camp
officials will not be issued master or front door keys to any building. In the event a camper is
locked out of a room, Camp Staff will be asked to confirm the identity and room assignment of
the camper before a new key is issued. Each Camp Director will develop the camp procedure
for lockouts.
Laundry Facilities. Coinless washing machines and dryers are located in each residence hall.
Lost and Found. Lost and found items should be turned into the front desk. At the end of each
camp, the Camp Director may pick up any lost and found items. Anything left over from the
camp will be turned into the sponsoring department University Center Information Desk on
campus. SFA cannot be responsible for lost or stolen items.
Maintenance. Any maintenance problems should be reported to the Hall Director or desk
personnel. Abuse of elevators, televisions, laundry machines or ice equipment or other excessive
maintenance charges may be billed to the camp.
Medication. The residence hall staff will not dispense any type of medication to a camper.
Contact the SFA health clinic at (936) 468-4008 if a camper will need assistance with medication
during the camp session.
Movies. No movies may be shown in the residence hall lobbies due to licensing law restrictions.
Pets. No pets are allowed within the residence halls.
P43
Public Areas. Eating, drinking and smoking are not permitted in the lobbies, hallways, laundry
rooms, community baths or other public areas. Pizza parties etc., should be held outside or the
food distributed and the campers dispersed to their rooms.
Roommates. The Camp Director will handle all roommate problems. If a room change is
necessary, consult the Hall Director.
Smoking. No smoking is allowed in the residence halls or on the front porches during camps.
Storage. Rooms used for reasons other than living space will be charged the private room rate,
(i.e. storage, offices or conference rooms).
Telephones. The University does not furnish telephones for individual residence hall rooms.
Camp staff members are encouraged to bring telephones. Local telephone service is provided in
each room. Dial 9 for an outside line. In order to place a long distance phone call, a telephone
calling/credit card must be used. Incoming collect calls may not be accepted. The phone number
is printed on the telephone jack.
Trash Policy. The SFA Housing Department is responsible for the overall cleaning of the
residence halls, but it is the Camp Director's responsibility to make sure campers' posters, trash
and other items are removed from the rooms and taken to the dumpsters located outside of each
building. The Housing Department will furnish each camper with a plastic trash bag when they
check into the building and large bags at the end of each camp to gather all of the smaller bags
for removal from the building.
Vending. Vending machines are provided for the convenience and enjoyment of the camp
participants. Empty or malfunctioning machines should be reported to the front desk as soon as
possible. Camp participants who lose money in the machines should report to the U.C. Business
Office, located in the basement of the University Center, for a refund.
Windows. Windows in residence halls must be closed at all times for air conditioning systems to
function properly. Window screens may not be removed by residents.
Dining Service
Meal tickets to be used by camps will be printed and enclosed in the camp packet according to
the estimated number stated on the reservation form. As a general rule, extra meal tickets will be
included to handle lost and damaged cards. Meal cards are numbered for use in assignment. If a
card is lost, the Coordinator's office should be notified immediately and SFA Dining Services
will be alerted to watch for the lost card. SFA Dining Services will charge the group for actual
meals eaten. There will be a charge for failure to notify reservations if the group misses a meal.
The count will be taken at the cafeteria register and that count will be considered final, should a
dispute arise.
To facilitate quick access to the cafeteria when several large groups are on campus
simultaneously, meal times will be staggered. From the information provided on the reservation
P44
form, Food Services will be notified of the first and last scheduled meals to be eaten in the
cafeteria and whether or not the group will be missing a meal. If the group misses a meal and the
Coordinator was not notified, a 75% minimum charge will be assessed. Special banquets in the
University Center can be arranged through the Coordinator's office according to University
Center policies.
HPE Facilities
If the pool is to be reserved for a specific camp, arrangements must be made through tho
Coordinator's office. The pool cannot be reserved during regular SFA swim hours. A cost por-hour,
per-lifeguard will be assessed for the reservation and billed on the final total camp bill.
Campers will bo required to show camp identification cards for admission into the HPE building.
No equipment will be checked out to campers. Gyms, volleyball courts, and softball fields may
bo reserved at timos that do not conflict with SFA classes. Tennis courts aro available as long as
SFA board students are not preempted. The weight room will bo open for casual use at specified
PHYSICAL ACTIVITY FACILITIES
Primary physical activity facilities are the Shelton Gym, Norton Health and Physical Education
Complex (HPE), the outdoor swimming pool, tennis courts, intramural fields and sand volleyball
courts. Facility requests will be made in writing by the Camp Director on the Camp/Conference
Reservation Contract All physical activity facilities will be scheduled around academic classes
(to be set in March), maintenance, intramural programs and field condition,
1. Shelton Gym — basketball or general use. One regulation size basketball court or two
smaller basketball courts with P.A. system and bleachers for approximately one
thousand. Can be booked for sports camps and cheerleading camps during the day, 8am
—7pm, Can be booked for recreational camp use from 7pm —10pm. Camps will be
allowed one gym only.
2. Norton HPE Complex —five basketball courts with no seating or PA system. Can be
booked for sports camps and cheerleading camps from 8am — 7pm and for recreational
use from 7pm — 10pm. Camps will be allowed one gym only.
3. Outdoor Swimming Pool — capacity of 150 swimmers, can be booked from 7pm—10pm
for camp use with a two hour minimum.
4. Tennis Courts — twelve courts available for camps/conferences, can be reserved from
8am — 10pm. No equipment will be furnished by the University.
5. Intramural fields — located on Wilson Drive, usually set up for softball during the
summer months. Can be requested from 8am — 10pm. The fields will not be confirmed
until two weeks prior to the camp.
P45
6. Sand volleyball Courts —four courts. Can be reserved from 8am — 10pm.
University Center Games Area
The Games area located in the University Center basement will be available to campers during
regular SFA hours. Special permission for use at other times may be granted by the Director of
Auxiliary Services. Group reservations should be made on the camp reservation form. Cost for
games and machines are posted in the Games area. A late charge may be assessed for groups
staying after hours.
University Center Meeting Rooms
Rooms in the University Center are made available to summer camps on a first-come, first-serve
basis following established University Center policies. Only food purchased through the
University is to be served in the University Center meeting rooms. Arrangements for room set-up
and food orders for banquets or meetings must be made in the Coordinator's office two weeks
prior to the event. Failure to notify the Coordinator of a cancellation approximately 72 hours in
advance of the scheduled activity will result in payment of the cost incurred by the University
Center or Food Service personnel. University Center decorating restrictions will be strictly
enforced. The Nibbler's Nook and the lounge areas are non-reservable areas during regular
operating hours. Lounges are primarily intended for general use by the public. Due to limited
space in the University Center, rooms in the U.C. will not be available for storage before the
camp dates. Boxes shipped before the group's arrival to the campus must be held by the
sponsoring department.
Academic Buildings for Meeting Rooms
The Coordinator will be available to assist Camp Directors in reserving meeting spaces in
academic buildings and auditoriums following policy guidelines for each building. For
assistance, the Camp Director should specify dates, hours, and group size on the reservation
form.
Coliseum
Reservations for use of the coliseum will be arranged by the Coordinator following the
University regulations for coliseum usage. A per-event fee may be charged.
University Police/Parking
Parking permits will be available through the Coordinator's office for campers bringing cars and
buses to the SFA campus. Parking permits are to be displayed in the car window while on
campus and disposed of after the camp is completed. If a group of parking spaces is needed, the
Coordinator will arrange with the University Police Department for an area to be marked off for
the camp.
P46
Source of Authority: Board of Regents, President, Vice President for University Affairs
Cross Reference: None
Contact for Revision: Director of Auxiliary Services
Forms: Medical Release and Consent Form (available in Auxiliary Services); Camp/Conference
Reservation Contract (available in Auxiliary Services); Camp Director's Check List Form
(available in Auxiliary Services)
P47
Energy Conservation B-6 |
Original Implementation: December 4,1987
Last Revision: October 26,1999January 15, 2002
The University supports, and is committed to, the statewide effort of the Texas
Governor's Office, The General Appropriations Act, 70th Legislature and the Energy
Conservation Design Standard for New State Building, updated in 1993.
The University has and will continue to maintain the most efficient operation of all
utilities and equipment by the operation of: an automated energy management system,
replacement of HVAC/Electrical equipment in a timely and cost efficient manner, and a
review of building operation, usage, and schedules.
It is the intent of the University to serve its academic and auxiliary needs with cooling
and heating requirements based on approved operational schedules. The automation
system is programmed each scmostor to meet needs and any significant requirements not
included in normal operations must be approved by Director of Physical Plant prior to
changes being made.
Start and stop schedules are entered by Physical Plant personnel after approval by the
Director of Physical Plant. Physical Plant should be given notice at least eight (8) work
hours prior to event. If notice is given after normal work hours, the user may be charged
overtime.
All local utility power shortage problems will be handled by the Physical Plant
Department, the local energy supplier and the Vice President for Business Affairs. The
requirements so determined will be routed thru the appropriate organizational channels.
Users of University facilities that require an additional cost due to utility usage, will be
charged a fee to cover the cost of the additional utility expense. The amount of the fee
will be determined by the Physical Plant Department and approved by the Vice President
for Business Affairs.
Source of Authority: General Appropriations Act, President, Vice President for
Business Affairs
Cross Reference: None
Contact for Revision: Director of Physical Plant
Forms: None
P48
Physical Plant Charges B-21
Original Implementation: December 7,1987
Last Revision: October 26,1999 January 75, 2002
Funding for repairs to campus buildings comes from several sources and the type and use
of the building determines the source of funding. Funding is as provided below- :
Educational and General BuildingST ( i.e.,Offices, classrooms, Library, etc.) Maintenance
of these buildings and building equipment is the responsibility of the Physical Plant
Department and paid from funds budgeted for that purpose.
The Physical Plant Department may charge Educational and General accounts for the
following material and services.
1. Materials taken from stock not used in maintenance projects.
2. Repair of equipment.
3. Set-up charges.
4. Paint requests when redecorating.
5. Materials and labor for millwork.
6. Vehicle rentals and gasoline.
7. Minor alterations that change the structure of the facility.
8. Replacement of lost keys or lock changes due to lost keys.T |
9. Call back expenses that are not caused by normal maintenance requirements, that are
the responsibility of Physical Plant. (Example: a special event on a weekend, not
scheduled in advance with the Physical Plant Department, or having to call an HVAC
person in to turn A/C on)
Source of Authority: Vice President for Business Affairs
Cross Reference: None
Contact for Revision: Director of Physical Plant
Forms: None
P49
University Vehicles (Rental & 15-Passenger Van) B-30
Original Implementation: June 1, 1984
Last Revision: July 17, 2001 January 15, 2002
The provisions of the policy on the Use of University Facilities govern the use of all
buildings, facilities, equipment, and grounds, hereinafter referred to as facilities, under
the control of Stephen F. Austin State University. That policy provides that the
University may establish additional procedures for the reservation and use of specific
facilities; therefore, the following provisions apply to University vehicles.
I. Official Use:
University motor vehicles can only be used for the transaction of official University
business.
A. Reservations
1. Vehicles will be rented exclusively to individuals or organizations that have funds
budgeted by the University.
2. All vehicles, except road buses, are rented on a first-come, first-serve basis.
Reservations can be made by memo to the Physical Plant Grounds and
Transportation Department, P.O. Box 13031 SFA Station, by phone at 468-5107, or
on the Physical Plant Web site. Reservations should be made as far in advance as
possible.
3. Persons for whom reservations are made must be on the Approved Drivers List
and be acting on behalf of, and within the responsibility of, the University
department that he/she is employed. Must have a minimum of four passengers for
vans, must have definite pick-up and return times, and must have an approved
University account.
4. Cancellations should be made as far in advance as possible. Cancellations made
less than 48 hours in advance will incur a $20.00 fee.
B. Procedure for Checking Out Vehicles
1. Vehicles can be picked up at the Physical Plant Grounds and Transportation
Department, located at Starr Avenue and University Drive, between 7:00 a.m. and
4:00 p.m. Monday through Friday.
2. Special arrangements may be made for pick-up outside normal hours.
3. When two or more users are renting the same vehicle over a weekend, the users
may be required to turn in and pick up vehicles at the University Police Department.
P50
4. Individuals picking up vehicles must present a Stephen F. Austin State University
Approved Driver Certificate and a valid driver's license.
5. Personnel in the Grounds and Transportation Department, will furnish approved
drivers with:
a. keys to vehicle
b. copy of vehicle charges and reservation form
c. credit card(s)
d. daily record of state-owned motor vehicle use (See Section E) \
e. vehicle readability report
£ insurance card
C. Passengers
1. Passengers in University vehicles will normally be Lfeniversity employees or |
students traveling on University business.
2. Passengers who are not University employees or students may be authorized to
ride in University vehicles when their presence is consistent with University
business or functions.
3. University employees and students may have guest(s), spouse or children
accompany them while the University employee or student is traveling on
University business provided:
a. The guest does not interfere with the University business of the trip or cause
any additional expense to the University.
b. The department that sponsors the trip that the guest(s) are attending must be
advised in advance of the trip that non-University passengers will be traveling in
University vehicles.
c. If the guest is a minor child, the parent is responsible for the child's actions and
is responsible for ensuring the child follows all safety policies and regulations
including seat belts and child restraints.
d. The University bus fleet is not equipped with seat belts or child restraints and
safety of the child is the responsibility of the parent. The University fleet bus
driver should report behavior difficulties to the parent and sponsoring department,
P51
and may impose future restrictions on passenger privileges for those who have
had behavior problems.
e. Non-employee passengers will not be covered by University insurance for
medical treatment, unless there is legal liability, which is covered by the general
liability policy for University motor vehicles. Personal claims against the driver of
another vehicle (non-University) for liability in any accident will be the
responsibility of the non-employee passenger or their parent. Passengers should
carry personal medical insurance coverage in case of accident or emergency. The
University does not assume liability for any passenger, unless otherwise imposed
under law. University employees may be covered by Workers' Compensation for
injuries received on-the-job; otherwise, personal medical insurance or applicable
legal liability would apply.
D. Use of University Road Buses
The 46-passenger Eagle bus and 36-passenger Blue Bird bus provide transportation for
University departments and groups. The guidelines in this section have been
established to provide a fair and equitable manner for the scheduling of the buses and
to generate sufficient revenue to pay for their operation and maintenance.
1. Authorized Trips. Only University groups and departments whose trips have

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Transcript

Stephen F. Austin
State University
Minutes of the
Board of Regents
Nacogdoches, Texas
January 15,2002
Volume 179
TABLE OF CONTENTS
Page
02-04 Birdwell/Telecommunications Construction Project 1
02-05 Approval of Consent Agenda Items 1
Approval of October 23, 2001 Minutes 1
Faculty and Staff Appointments for 2001-02 1
Changes of Status 2
Voluntary Modification of Employment 3
Underenrolled classes 3
Last Class Day Report 3
Faculty Workload Report for Fall 2001 3
Selection of Investment Manager 3
Resolution to Review Qualified Investment Brokers and
Financial Institutions 3
Budget Changes Less Than $50,000 3
Outdoor Pool Repair . 3
Air Handler Replacement - Norton and Rusk Buildings 4
Poultry Science Facility 4
Ferguson Building Renovation 4
Resolution to Acknowledge Review of Investment Policy and Strategy 4
Policy Revisions 4
Reports 4
A. Chair, Faculty Senate
B. Vice President - Alumni Affairs
D. Kolar Advertising and Marketing
E. President
Appendix No. 1 - Resolution Approving Financial Institutions and Brokers for
Investment Transactions
Appendix No. 2 - Budget Changes
Appendix No. 3 - Resolution to Acknowledge Review of the Investment Policy and
Strategy
Appendix No. 4 - Policy Revisions
A-02 Academic Appeals by Students PI
A-10 Class Attendance and Excused Absence P3
A-l 1.5 Conflict of Interest in Sponsored Activities P4
A-31.5 Misconduct in Research P10
A-32 Non-Credit Continuing Education P19
A-36 Out-of-State Travel/Study P26
A-38 Regents Professors P30
A-46 Underenrolled Classes P31
A-48 Student Evaluation of Instruction P33
A-54 Semester Grades P34
B-04 Camp and Conference Reservations P36
B-06 Energy Conservation P48
B-21 Physical Plant Charges P49
B-30 University Vehicles (Rental & 15 Passenger Van) P50
B-31 Vehicle Repair/Maintenance P57
B-33 Fleet Management P58
C-17 Memberships P60
C-18 Interagency Contract P61
C-19 Interdepartmental Transfers P63
C-20A Local Purchase Authority P64
C-26 Proprietary Purchases P68
C-28 Purchase of Surplus Property... P69
C-29 Purchase of Used Equipment or Supplies... P72
C-31 Purchase Voucher P73
C-41 Investments P74
D-20.5 Items Requiring Board of Regents Approval P84
D-39 University Publications.. P88
D-43 Computing Software Copyright P90
E-01A Academic Appointment and Titles P91
E-l 3 A Duties and Responsibilities of Offices Reporting to the
Vice President for Academic Affairs P93
E-26A Guarantees Relating to Matters Other Than
Termination and Non-Renewal of Contracts P98
E-30N Leave of Absence - Non Academic P100
E-36 Overtime and Additional Compensation P104
E-37A Part Time Faculty P106
E-48A Summer Contracts P108
E-58 Family and Medical Leave P109
E-59 Selection of Academic Deans PI 14
F-7 Central Stores PI 16
F-36 Administrative Systems Software Changes PI 18
F-37 Computer System Access PI 19
F-38 Restart and Recovery P123
MINUTES OF THE MEETING
BOARD OF REGENTS
STEPHEN F. AUSTIN STATE UNIVERSITY
NACOGDOCHES, TEXAS
JANUARY 15,2002
The meeting was called to order at 9:05 A.m. by Chair Mike Enoch. Board members
present in Room 307: Penny Butler, Margarita de la Garza Grahm, Kenneth James, Mike
Enoch, Gary Lopez, Susan Roberds, Lyn Stevens, Mike Wilhite and Fred Wulf.
Others present in Board Room 307: Tito Guerrero, Janelle Ashley, Scott Beasley, Baker
Pattillo, Miles McCall, Roland Smith, Yvette Clark, and other SFA administrators, staff,
and visitors.
02-04
Upon motion of Regent Wilhite seconded by Regent Roberds, with all members voting
aye, it was ordered that the University be authorized to proceed with the
Birdwell/Telecommunications project using proposed Site 1, the Power Plant I
Renovation, and the campus infrastructure improvements as approved by HB 658 of the
77th Legislature. The projects will not exceed $16,657,090 which includes $14,070,000
from Tuition Revenue Bonds and $2,587,090 in HEAF or other funds pledged by the
University to match the Tuition Revenue Bond funds. The administration is authorized
to seek Coordinating Board approval of the projects and to sell tuition revenue bonds
through the Texas Public Finance Authority to finance the projects and that the chairman
of the Board and/or the President be authorized to sign the necessary contracts,
documents, and resolutions as required.
02-05
Upon motion of Regent Lopez, seconded by Regent Butler, with all members voting aye,
the following consent agenda items were approved:
Approval of the minutes of October 23, 2001
Faculty and Staff Appointments for 2001-02
1. Admissions
Mr. Scott A. Hescht, Admissions Media Coordinator, at a salary of $26,744 for
100% time for twelve months, effective November 26, 2001.
Ms. Sharon T. Swindell, Admissions Regional Coordinator, at a salary of $26,744
for 100% time for twelve months, effective October 22, 2001.
2. Social Work
Dr. Michael O. Doughty, Assistant Professor, Ph.D. (University of Texas-
Austin), at a salary of $42,000 for 100% time for nine months, effective January
1,2002.
Dr. Peter T. Simbi, Professor, Ph.D. (University of Minnesota), at a salary of
$62,900 for 100% time for nine months, effective January 1,2002.
3. Liberal Arts, Dean s Office
Ms. Jennifer Videtto, Director for the Center for Academic Advising, MBA
(University of Louisville), at a salary of $35,000 for 100% time for twelve
months, effective January 1, 2002.
4. Athletics
Mr. Michael Santiago, Head Football Coach, state mandated 4% raise, effective
September 1,2001.
Mr. Jerrell Mark Bradley, Assistant Coach and Instructor of Kinesiology, state
mandated 4% raise, effective February 1,2002.
Mr. Robert Kim Dameron, Assistant Coach and Instructor of Kinesiology, state
mandated 4% raise, effective September 1,2001.
Mr. Kevin Goodwin, Assistant Coach and Instructor of Kinesiology, state
mandated 4% raise, effective September 1,2001.
Mr. Todd Ivicic, Assistant Coach and Instructor of BCinesiology, state mandated
4% raise, effective September 1,2001.
Mr. Robert Walker, Assistant Coach and Instructor of Kinesiology, state
mandated 4% raise, effective September 1,2001.
Mr. Kenny Washington, Assistant Coach and Instructor of Kinesiology, state
mandated 4% raise, effective September 1,2001.
5. University Advancement
Dr. Jerry E. Holbert, Vice President, at a salary of $112,000 for 100% time for
twelve months, effective February 15, 2002.
Changes of Status
1. Student Affairs
Mr. Steven Westbrook, from Director of Student Activities, at a salary of $58,068
for 100% time for 12 months, to Director of Student Affairs, at a salary of
$70,630 for 100% time for 12 months, effective November 1,2001.
Ms. Beverly Farmer, from Associate Director of Student Activities, at a salary of
$44,129 for 100% time for 12 months, to Associate Director of Student Affairs, at
a salary of $48,129 for 100% time for 12 months, effective November 1, 2001.
Mr. Michael Preston, from Program Advisor, at a salary of $30,400 for 100%
time for 12 months, to Assistant Director of Student Affairs, at a salary of
$39,000 for 100% time for 12 months, effective November 1, 2001.
2. University Advancement
Dr. Scott Beasley, from Interim Vice President for University Advancement and
Dean, College of Forestry, at a salary of $120,054 for 12 months to Dean, College
of Forestry at a salary of $108,054 for 12 months, effective February 15, 2002.
Voluntary Modification of Employment
1. Dr. Jerry N. Lackey, Psychology, effective September 1, 2002.
Leave of Absence
1. Art
Mr. Donald Beason, leave with pay, effective January 1, 2002.
UnderenroIIed Classes
It was ordered that the Chair of the Board be authorized to sign the official report for
Spring 2002 when the data is available.
Last Class Day Report
It was ordered that the last Class Day Report for the Fall semester, 2001 be approved as
presented.
Faculty Workload Report for Fall 2001
It was ordered that the faculty workload report for the Fall semester, 2001 be approved
as submitted at the meeting.
Selection of Investment Manager
It was ordered that Merrill Lynch be named as Investment Manager.
Resolution to Review Qualified Investment Brokers and Financial Institutions
It was ordered that the Resolution Approving Financial Institutions and Brokers for
Investment Transactions be approved as presented. The following brokers/investment
managers are listed in the resolution, submitted in Appendix No. 1: Merrill Lynch Inc.,
Salomon Smith Barney Inc., Southwest Securities Inc., Regions Investment Co./Morgan
Keegan, Bank of New York, Prudential Securities Inc., Paine Webber, and Fayez Sarofim.
The following financial institutions are also listed in the resolution for review and
approval: Citizen's First Bank, Commercial Bank of Texas, First Bank and Trust,
Bancorp South Fredonia, Regions Bank Stone Fort, and Texas Bank.
Outdoor Pool Repair
It was ordered that the University be authorized to make the required repairs to the
outdoor pool and that the President be authorized to sign the necessary contracts and
purchase orders. The Physical Plant will serve as general contractor for the project. Cost
not to exceed $90,000.
Air Handler Replacement - Norton and Rusk Buildings
It was ordered that the University be authorized to replace the air handlers in the Lucille
Norton Building and the Rusk Building, with the Physical Plant acting as general
contractor, and that the President be authorized to sign the necessary contracts and
purchase orders. Funds are from the FY-2002 HEAF allocation and will not exceed
$140,000.
Poultry Science Facility
It was ordered that the Board of Regents authorize the President to investigate financing
options for the construction of four state-of-the art broiler houses to be erected on a site
at the Walter Todd Beef Farm. Such options may include, but are not necessarily limited
to, operating leases, facility leases, lease-purchases, or gifts. The President is authorized
to investigate the possibility of combining financing options to achieve the desired goal of
100% external funding of the construction project.
Ferguson Building Renovation
It was ordered that existing space in the Ferguson Liberal Arts Building be renovated to
provide suitable space for the Dean of Liberal Arts and the Academic Advising Center.
The Physical Plant Department will act as general contractor for the project, with a cost
not to exceed $85,554 and the source of funds to be HEAF. The President will be
authorized to sign all necessary purchase orders and contracts.
Resolution to Acknowledge Review of Investment Policy and Strategy
It was ordered that the Board ratify the Resolution to Acknowledge Review of the
Investment Policy and Strategy as presented in Appendix No. 3.
Policy Revisions
It was ordered that the policy revisions be approved as presented.
REPORTS
A. Faculty Senate Chair, Dr. Joe Devine
1. Salary concerns
2. Academic standards and admissions policy
3. Retention rate
4. Intellectual Property and Policy D-20
B. Vice President for Alumni Affairs, Dr. Miles McCall
1. Update on Mentor Ring Program
C. Kolar Advertising and Marketing
1. Update on Marketing Plan
D. President, Dr. Tito Guerrero
1. Meetings with School Superintendents and Community College Presidents
2. Meeting with Governor Perry
3. Board of Visitors, Air University, Maxwell Air Force Base
4. Exploration of Possible Collaborations with State of Chihuahua
5. Interior Design Accreditation Team Visit
6. Meeting with Ping Log Editorial Board
7. Meeting with Residents of Pine Crest Retirement Community
8. Meeting with Members of Board of Angelina College
9. Spoke at Angelina County Chamber of Commerce First Friday Forum
10. Dinner with Board Members of SFA Alumni Foundation and SFA Alumni
Association at President's Home
11. Scheduled to Speak at Martin Luther King Day Event
12. Student Recruitment in Corpus Christi
13. Meeting with Texas Superintendents at Mid-Winter Conference in Austin
14. Student Recruitment in Houston
15. Meeting with Personnel Affiliated with the W. K. Kellogg Foundation and Rose
Bruford College
16. Meeting with Texas Band Directors at TMEA Meeting in San Antonio
17. Scheduled to Speak at Nacogdoches Chamber of Commerce Fourth Friday
Luncheon
18. Answer Questions from Members of the Board of Regents
Meeting adjourned at 10:55 a.m.
Appendix No. 1
BOARD OF REGENTS
OF
STEPHEN F. AUSTIN STATE UNIVERSITY
Nacogdoches, Texas
RESOLUTION APPROVING
FINANCIAL INSTITUTIONS AND BROKERS
FOR INVESTMENT TRANSACTIONS
WHEREAS, The Texas Public Funds Investment Act requires the University to submit a
resolution approving a list of qualified investment brokers to the governing body of the
institution for adoption and/or review; and
WHEREAS, the following firms are approved investment brokers:
Bank of New York
Merril Lynch, Inc.
Regions Investment Company, Inc/Morgan Keegan
Salomon Smith Barney, Inc.
Southwest Securities, Inc.
Fayez Sarofim Inc.
Prudential Securities, Inc.
Paine Webber
WHEREAS, the following firms are approved financial institutions:
Citizen's First Bank
Commercial Bank of Texas
First Bank and Trust East Texas
Bancorp South Fredonia
Regions Bank Stone Fort
Texas Bank
NOW THEREFORE BE IT RESOLVED that the Stephen F. Austin State University
Board of Regents, by the issuance of this Resolution, does hereby approve the above
listed firms for investment transactions by Stephen F. Austin State University; and
BE IT FURTHER RESOLVED that a copy of this resolution be spread upon the
minutes of the January 15,2002 meeting of the Board.
THE BOARD OF REGENTS, STEPHEN F. AUSTIN STATE UNIVERSITY
Mike Enoch, Chair Susan Roberds, Secretary
Appendix No. 2
Stephen F. Austin State University
Schedule of Budget Increases
September 27, 2001 to December 13, 2001
ACTIVITY RECIPIENT INCOME SOURCE
SOURCE DESCRIPTION AMOUNT
Revenue Budget 600
Additional Revenue 16,610
Additional Revenue 3,394
Additional Revenue 23,210
Additional Revenue 2,263
Additional Revenue 15,000
Additional Revenue 6,455
Additional Revenue 15,652
Additional Revenue 11,200
Additional Revenue 4,567
Additional Revenue 1,000
Additional Revenue 4,080
Additional Revenue 4,520
Additional Revenue 1,200
Additional Revenue 15,000
Additional Revenue 5,490
DATE
October 9, 2001
October 11,2001
October 16, 2001
October 19, 2001
October 31, 2001
November 9, 2001
November 14, 2001
November 26, 2001
November 12, 2001
December 3, 2001
December 3, 2001
December 3, 2001
December 3, 2001
December 7, 2001
December 13, 2001
December 13, 2001
TOTAL 130,241
Appendix No. 3
BOARD OF REGENTS
OF
STEPHEN F. AUSTIN STATE UNIVERSITY
Nacogdoches, Texas
RESOLUTION TO ACKNOWLEDGE
REVIEW OF INVESTMENT POLICY AND STRATEGY
WHEREAS, The Texas Public Funds Investment Act requires that each University s
investment policy and strategy must be annually reviewed by the governing board of the
institution; and
WHEREAS, the law also requires the governing body to adopt a written instrument
stating that is has reviewed the investment policy and strategy;
NOW THEREFORE BE IT RESOLVED that the Stephen F. Austin State University
Board of Regents, by the issuance of this Resolution, does hereby approve the investment
policy and strategy as reviewed on January 15, 2002; and
BE IT FURTHER RESOLVED that a copy of this resolution be spread upon the
minutes of the January 15,2002 meeting of the Board.
Attest:
gk&ta de la GarzajGra^v
Kenni
FredWulf
Appendix No. 4
Policies for Board Review
January 15,2002
Appendix No. 4
Policies for Board Review
January 15,2002
Appendix No. 4
Policies for Board Review
January 15,2002
Academic Appeals by Students A-2
Original Implementation: August 31,1981
Last Revision: January 10,199915, 2002
Good communication between faculty and students will make disputes between them
infrequent, but if disagreements occur, it is University policy to provide a mechanism
whereby a student may formally appeal faculty decisions. When a student uses the
appeals procedure, all parties should endeavor to resolve the dispute amicably at as early,
a stage as possible and in compliance with applicable laws, regulations and policies-rH
the Department Chair, College Dean, College Council, or Academic Vice President finds
that the faculty member's disputed action conflicts with federal or state laws/regulations,
University, college, or department policy, or with the instructor's own stated policy, then
a decision should be made to adhere to tho appropriate laws, regulations or policies. If the
disputo is determined to be based upon a faculty member's professional judgement, such
as tho evaluation of a test, a thesis, or performance in a class, tho student is entitled to
have, in turn, tho Department Chair, College Dean, College Council, or Academic Vice
President form an opinion about the dispute and advise tho instructor of their opinion, but
t7he faculty member, after considering the advico of the administrators outcome of the
appeals process, shall retain complete academic freedom to make the final determination
on the matter.
These steps are to be followed when making an academic complaint: All materials under
consideration at each step will be forwarded to the appropriate parties at the next
procedural level.
1. In the event of course-related complaints or disputes, the student must first appeal to
his/her instructor for a resolution to the matter and must do so within 30 days after the
first class day of the next semester/session. Exceptions will be granted in which appeals
may be considered after this time period given extenuating circumstances.
2. If a complaint or dispute is not satisfactorily resolved, the student may appeal to the
Chair/director of the academic department in which the complaint or dispute is centered.
If a formal complaint is to be registered, it should be made in writing stating the specific
issues. The faculty member will respond with a written statement to the department chair.
3. If the complaint or dispute is still unresolved after appeal to the Chair/director, the
student or faculty member may appeal in writing to the dean of the academic college in
which the complaint or dispute is centered. The dean will notify the faculty member or
student of the appeal.
4. If a resolution of the matter is not reached, the student or the faculty member may
appeal to the College Council of the college in which the complaint or dispute is
centered. The College Council will evaluate the oral and written statements of the student
and the faculty member. If the College Council does not have at least one student
member, the President of the Student Government Association will be asked by the dean
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to recommend no more than two student representatives to serve for each case. The
College Council will submit its recommendation to the dean of the academic college.
5. If a resolution of the matter is not reached, the student or the faculty member may
appeal in writing to the Vice President for Academic Affairs. The Dean's written
recommendation in addition to all previous materials will be submitted to the Vice
President. The College Council of the College in which the complaint or dispute is
centered may serve as an advisory body to the Vice President who will make the final
decision (regarding professional judgments) in the appeal process. The Vice President
will evaluate all previous materials and any additional oral presentations from the student
and faculty member.
6. After making a decision, the Vice President will inform the student and all persons
involved in the appeal process of the final disposition of the matter within a reasonable
period of time.
STEPS FOR RESOLVING STUDENT-INITIATED ACADEMIC CAOMPLAINTS
Student
Instructor
Department Chair/Director
College Dean
College Council and 1 or 2 students
College Dean
Vice President for Academic Affairs
Source Of Authority: United States Constitution XIV, Vice President for Academic
Affairs
Cross Reference: Faculty Handbook, Student Handbook and Activities Calendar
Contact For Revision: Vice President for Academic Affairs
Forms: None
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Class Attendance and Excused Absence A-10
Original Implementation: November 9,1981
Last Revision: April 30, 2001Januany 75, 2002
Class Attendance
Regular and punctual attendance is expected at all classes, laboratories, and other
activities for which a student is registered. For those classes where attendance is a factor
in the course grade, the instructor shall make his/her class policy known in writing at the
beginning of each term and shall maintain an accurate record of attendance.
Regardless of attendance, every student is responsible for course content and
assignments.
Excused Absences
It is University policy to excuse students from attendance for certain reasons. Among
these are absences related to health, family emergencies, and student participation in
certain University-sponsored events.
Students are responsible for providing documentation satisfactory to the instructor for
each class missed. Students with acceptable excuses will be permitted to make up work
for absences to a maximum of three weeks of a semester or one week of a six-week
summer term when the nature of the work missed permits.
In the case of absences caused by participation in University-sponsored events,
announcement via the web site of such absences by the Vice President for Academic
Affairs will constitute an official excuse. Faculty members should submit as an
attachment to an e-mail a written explanation of the absence, including the date, time and
an alphabetical listing of all students attending to the office of the Vice President for
Academic Affairs for publication.
Source of Authority: Vice President for Academic Affairs |
Cross Reference: General Bulletin, Faculty Handbook, Student Handbook and Activities |
Calendar
Contact for Revision: Vice President for Academic Affairs |
Forms: None I
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Conflict of Interest in Sponsored Activities A-11.5
Original Implementation: January 30,1996
Last Revision: July 27, 1999 January 15, 2002
I. Policy Statement Relating to Conflict of Interest
A. These guidelines define general University policy and procedures regarding
financial conflicts of interest in relationship to sponsored activities involving
research, education, and University service. Their purpose is to protect the
credibility and integrity of Stephen F. Austin State University's faculty and
staff so that public trust and confidence in the University's sponsored activities
is ensured.
B. In accordance with Federal regulations, the University has a responsibility to
manage, reduce, or eliminate any actual or potential conflicts of interest that
may be presented by a financial interest of an investigator. Thus, the
University requires that investigators disclose any significant financial interest
that would reasonably appear to be affected by sponsored activities.
C. A potential conflict of interest occurs when there is a divergence between an
individual's private interests and his or her professional obligations to the
University, such that an independent observer might reasonably question
whether the individual's professional actions or decisions are determined by
considerations of personal gain, financial or otherwise. An actual conflict of
interest depends on the situation and not on the character or actions of the
individual.
D. For purposes of this policy, a conflict of interest exists when the University,
through procedures described herein, reasonably determines that a significant
financial interest could directly and significantly affect the design, conduct, or
reporting of sponsored activities.
E. Effective interaction between universities conducting research and industry is
essential to ensure the rapid application of scientific discoveries to the needs
of the Nation and to maintain the international competitiveness of domestic
industry. Nonetheless, prudent stewardship of public funds includes protecting
sponsored research from being compromised by the conflicting financial
interests of any investigator responsible for the design, conduct, or reporting
of sponsored activities.
F. The value of the results of sponsored research to the health and the economy
of the Nation must not be compromised by any financial interest that will, or
may be reasonably expected to, bias the design, conduct, or reporting of the
research. This policy seeks to maintain a reasonable balance between these
competing interests, give the University the ability to identify and manage
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financial interests that may bias the research, and minimize reporting and
other burdens on the Investigator.
G. The University will take all necessary steps to assure that any identified
conflicts of interests will be managed, reduced, or eliminated prior to the
University's expenditure of any funds under an award and certify to the
funding agency that this has been done. Conflicts which cannot be
satisfactorily managed, reduced, or eliminated must be disclosed to the
funding agency.
II. Definitions
A. Conflict of interest exists if the reviewer(s) of disclosures determines that a
significant financial interest could directly and significantly affect the design,
conduct, or reporting of sponsored activities.
B. The term Investigator, as used in this policy, means the principal investigator
project director, co-principal investigator(s), and any other person who is
responsible for the design, conduct, or reporting of research, educational, or
service activities funded, or proposed for funding by an external sponsor. In
this context, the term Investigator also includes the investigator's spouse and
dependent children.
C. Sponsored activities include research, education, service, or training activities
funded by an external sponsor.
D. Significant financial interest means anything of monetary value, included, but
not limited to:
1. Salary or other payments for services (e.g., consulting fees or
honoraria)
2. Equity interests (e.g., stocks, stock opti6ns options, or other ownership
interests)
3. Intellectual property rights (e.g., patents, copyrights, and royalties
from such rights)
The term does not include:
1. Salary, royalties, or other remuneration from the University
2. Income from seminars, lectures, or teaching engagements sponsored
by public or nonprofit entities
3. Income from service on advisory committees or review panels for
public or nonprofit entities
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4. An equity interest that, when aggregated for the Investigator and the
Investigator's spouse and dependent children, meets both of the
following tests: does not exceed $10,000 in value as determined
through reference to public prices or other reasonable measures of fair
market value, and does not represent more than a five percent
ownership interest in any single entity
5. Salary, royalties or other payments that, when aggregated for the
Investigator and the Investigator's spouse and dependent children over
the next twelve months, are not expected to exceed $10,000.
III. Guidelines
A. Each Investigator is required to disclose the following significant financial
interests:
1. Any significant financial interest of the Investigator that would
reasonably appear to be affected by the research or educational
activities funded, or proposed for funding, by an external sponsor; or
2. Any significant financial interest of the Investigator in an entity whose
financial interest would reasonably appear to be affected by the
research or educational activities funded, or proposed for fiinding, by
an external sponsor.
3. Regardless of the above minimum requirements, a faculty or staff
member in his or her own best interest, may choose to disclose any
other financial or related interest that could present an actual conflict
of interest or be perceived to present a conflict of interest. Disclosure
is a key factor in protecting one's reputation and career from
potentially embarrassing or harmful allegations of misconduct.
B. Each Investigator who has significant financial interest requiring disclosure
shall complete a Significant Financial Interests Disclosure Form and attach all
required supporting documentation. The completed Disclosure Form must be
submitted with the proposal and Proposal Clearance Form (PCF) to the Office
of Research and Sponsored Programs using normal University procedures.
Supporting documentation that identifies the business enterprise or entity
involved and the nature and amount of the interest should be submitted in a
sealed envelope marked confidential and accompany the Disclosure Form and
PCF.
C. As required by Federal regulation, all significant financial interests must be
disclosed prior to the time a proposal is submitted. All financial disclosures
must be updated by investigators during the period of the award as new
reportable significant Financial interests are obtained. New reportable
significant financial interests includes financial interests that become
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reportable due to an increase in value that meets the reporting threshold, as
well as the acquisition of new interests that are reportable.
D. The Coordinator Director of Research and Sponsored Programs, or official
designee, shall conduct an initial review of all financial disclosures. If the
initial determination is made that there may be a potential for conflict of
interest covered by this policy, then the Disclosure packet will be referred to
an Investigating Committee. Committee members are appointed by the Vice
President for Academic Affairs after consultation with the Associate Vice
President for Graduate Studies and Research, with this person serving as
chair. A conflict of interest exists when the Investigating Committee
reasonably determines that a significant financial interest could directly and
significantly affect the design, conduct, or reporting of the proposed
sponsored activities. The Committee shall then determine what conditions or
restrictions, if any, should be imposed by the institution to manage actual or
potential conflicts of interest arising from disclosed significant financial
interests.
E. Collaborators/subrecipients/subcontractors from other academic or not-for-profit
institutions must either comply with this policy or provide a
certification from their institutions that they are in compliance with Federal
policies regarding investigator significant financial interest disclosure and that
their portion of the project is in compliance with their institutional policies.
Subcontractors from commercial firms need not make a certification, except
when the prime award is from the Public Health Service (PHS PHS). The PHS
requires a certification from any subcontractor, including commercial firms,
stating that it is in compliance with Federal policies regarding investigator
significant financial interest disclosure and that its portion of the activity is in
compliance with those policies.
IV. Finding of Presence of Conflict of Interest
A. Resolution
1. Resolution of any potential or actual conflicts of interest will not be
required until after funding has been approved and prior to any
expenditure of funds under the award.
2. The Investigating Committee, along with the Investigator, will proceed
to resolve any actual or potential problems revealed by the initial
review of financial disclosures. In order for the conflict to be managed,
reduced, or eliminated, the Committee may recommend:
a) Public disclosure of significant financial interests;
b) Monitoring of sponsored activities by independent reviewers;
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c) Modification of the sponsored activity plan;
d) Disqualification from participation in all or a portion of the
activity funded that would be affected by the significant
financial interests;
e) Divestiture of significant financial interests; or
f) Severance of relationships that create actual or potential
conflicts of interest.
3. if if the Investigating Committee determines that imposing the above
referenced conditions or restrictions would either be ineffective or
inequitable, and that the potential negative impacts that may arise from
a significant financial interest are outweighed by interests of scientific
progress, technology transfer, or the public health and welfare, then
the Committee may recommend that, to the extent permitted by
Federal regulations, the sponsored activity go forward without
imposing such conditions or restrictions. In these cases, the Vice
President for Academic Affairs and the Associate Vice President for
Graduate Studies and Research shall make the final decision regarding
resolution.
4. The approved resolution plan shall be documented in writing detailing
the conditions or restrictions imposed upon the Investigator in the
conduct of the sponsored activity or in the relationship with the
business enterprise or entity.
5. Actual or potential conflicts of interest will be satisfactorily managed,
reduced, or eliminated in accordance with these guidelines and all
required reports regarding conflicts of interest submitted to the sponsor
prior to the expenditure of any funds under an award.
B. Records of Investigator financial disclosures and of actions taken to manage
actual or potential conflicts of interest, shall be retained by the Office of
Research and Sponsored Programs until three (3) years after the later of the
termination or completion of the award to which they relate, or the resolution
of any government action involving those records.
V. Enforcement
A. The Vice President for Academic Affairs shall be responsible for determining
and implementing sanctions on Investigators who have violated this policy in
terms of a conflict of interest resolution. The Investigator shall be notified in
writing of the recommended sanctions within twenty (20) days. If the
sanctions involve a recommendation for termination of employment, the
University academic termination procedures will be invoked. The University
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must take action appropriate for the seriousness of the violation, including, but
not limited to, one or more of the following, subject to existing University
policies for institutional disciplinary action:
1. Termination
2. Removal from particular activity
3. Special monitoring of future work
4. Letter of reprimand
5. Probation for specified period with conditions specified
B. The University shall follow Federal regulations regarding the notification of
the sponsoring agency in the event an Investigator has failed to comply with
this policy. The sponsor may take its own action as it deems appropriate,
including the suspension of funding for the Investigator until the matter is
resolved.
Individuals may appeal the judgment and/or the sanction. A written statement of the
grounds for the appeal must be submitted to the President within thirty (30) days of
written notification of the sanctions. Grounds for appeal include, but are not limited to,
previously unconsidered material evidence, sanctions not commensurate with the finding,
and failure to follow the prescribed process. Upon receipt of a written appeal, the
President will evaluate the evidence and make a determination. The President will open
an investigation if the previously unconsidered material evidence so warrants and may
open an investigation if circumstances so dictate. The President's decision will be
conveyed to all involved in a timely fashion, but must be conveyed within thirty (30)
working days. In the case of termination, the appropriate University policies on
termination for cause shall be followed.
VI. Other Policies
This policy has been developed in response to Federal guidelines for sponsored activities.
State ethics laws regarding employee conduct may also apply to situations involving
potential conflicts of interest. Employees are encouraged to cross reference the policies
listed below and to alert their supervisor(s) of any situation that may be perceived as a
potential conflict of interest.
Source of Authority: Vice President for Academic Affairs
Cross Reference: 42 CFR part 50, A5 CFA subtitle A 45 CFR subtitle A, NSF GPM
$±Q; Faculty Handbook; E-15. Employee Conduct: E-56. Ethics Policy Statements
Contact for Revision: Associate Vice President for Graduate Studies and Research
Forms: Significant Financial Interest Disclosure Form
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Misconduct in Research A-3L5
Original Implementation: April 27,1994
Last Revision: July 27, 1999 January 15, 2002
I. Policy Statement Relating to Misconduct in Research
A. Stephen F. Austin State University strives to create a climate that promotes
faithful adherence to high ethical standards in the conduct of scientific
research, scholarship, and creative activities without inhibiting the
productivity and creativity of the academic community. Misconduct in
research/scholarly activity is an offense that damages the reputation not only
of those involved but also of the entire educational community.
B. Misconduct in research means fabrication, falsification, plagiarism, or other
practices that materially deviate from those that are commonly accepted
within the scientific and scholarly community for proposing, conducting, or
reporting research or other scholarly activity. It does not include honest errors
or honest differences in interpretations or judgments.
C. Misconduct in research/scholarly activity is a major breach of the relationship
between a faculty or staff member and the institution. In order to maintain the
integrity of research projects, every investigator should keep an auditable
record of experimental protocols, data, and findings. Co-authors on research
reports/or scholarly works of any type must have a bona fide role in the
research and must accept responsibility for the quality of the work reported.
D. Any inquiry or investigation of allegations of misconduct in
research/scholarly activity must proceed promptly and with due regard for the
reputation and rights of all individuals involved.
E. The University will take all reasonable steps to assure that the persons
involved in the evaluation of the allegations and evidence have appropriate
expertise and that no person involved in the procedures is either biased against
the accused person(s) or has a conflict of interest.
II. Procedures for Addressing Misconduct in Research/Scholarly Activity
A. Initial allegations, in writing, must be reported to the Vice President for
Academic Affairs. If the Vice President for Academic Affairs has a possible
conflict of interest, the allegations will be referred to the President of the
University.
The Vice President for Academic Affairs shall informally review any
allegations of misconduct in research and scholarship and determine whether
the allegation warrants initiation of the inquiry process according to the
policies and procedures for misconduct in research and scholarship, or
whether other policies and procedures, such as those relevant to employment
P10
grievances should be invoked. The Vice President for Academic Affairs will
counsel the individual(s) bringing the allegation as to the policies and
procedures to be used. If the reporting individual chooses not to make a
formal allegation but the Vice President for Academic Affairs believes that
reasonable cause exists to warrant an inquiry, the inquiry process shall be
initiated.
Even if the individual against whom the allegation is made (hereafter referred
to as the respondent) leaves or has left the University before the case is
resolved, the University may pursue an allegation of misconduct to its
conclusion.
Once an allegation is made, the identity of the respondent will be held in strict
confidence to the extent allowed by law to protect the individual involved.
Where the complainant seeks anonymity, the Vice President for Academic
Affairs shall operate in such a way as to maintain the anonymity to the degree
compatible with accomplishing the initial review. Such anonymity cannot,
however, be assured. Further, anonymity of the complainant is neither
desirable nor appropriate where the testimony or witness of the complainant is
important to the substantiation of the allegations.
B. Inquiry
1. Purpose
Whenever a warranted allegation or complaint involving the
possibility of misconduct is made, the Vice President for Academic
Affairs shall initiate an inquiry. In the inquiry stage, factual
information is gathered and expeditiously reviewed to determine if an
investigation of the charge is warranted. An inquiry is designed to
separate allegations deserving of further investigation from frivolous,
unjustified, or clearly mistaken allegations.
2. Structure
a. The Vice President for Academic Affairs shall, after a decision
to proceed with an inquiry, appoint an individual to conduct an
official inquiry. This individual will have no conflict of
interest, hold no appointment in the departments of either the
complainant or the respondent, and have appropriate expertise
for evaluating the information relevant to the case. Every effort
will be made following initial administrative review of the
allegation to appoint an individual within fifteen (15) working
days, but the individual must be appointed within thirty (30)
working days.
b. Records of the inquiry are confidential to the extent allowed
by law and are to be passed on to a Committee of Investigation
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if formal review is initiated. In any case, the records shall be
kept secure, and if no misconduct is found, the records should .
be destroyed in accordance with Texas law. At the option of
the individual conducting the inquiry, proceedings either will
be tape recorded or transcribed and the records will be made
available to appropriate and involved parties upon request.
c. The inquiry phase will be completed within sixty (60) calendar
days of its initiation unless the individual determines that
circumstances clearly warrant a longer period. In such
circumstances, the individual will advise the Vice President for
Academic Affairs who will advise all relevant parties. The
record of the inquiry will include documentation of the reason
for exceeding the sixty (60) day period.
d. All principals in the inquiry may be accompanied by a
representative for advice and counsel. However, since the
inquiry is informal and intended to be expeditious, principals
must speak for themselves.
3. Process
a. The Vice President for Academic Affairs is responsible for
notifying all parties in writing of the allegations and of the
procedures that will be used to examine the allegations.
Further, they will be informed of the individual proposed to
conduct the inquiry for the purpose of identifying in advance
any actual or potential conflict of interest.
b. Information, expert opinions, records, and other pertinent data
may be requested by the individual conducting the inquiry. All
involved parties are obliged to cooperate with this individual
by supplying such requested documents and information.
c. During the inquiry, access to copies of all documents reviewed
by the individual conducting the inquiry will be assured to all
appropriate parties. All materials will be considered
confidential to the extent allowed by law and shared only with
those with a need to know. During the inquiry, the Vice
President for Academic Affairs and the individual conducting
the inquiry are responsible for security of relevant documents.
Copies of all documents and related communications are to be
securely maintained in the Office of Research and Sponsored
Programs.
d. All parties to the case, including the individual conducting the
inquiry, shall have the opportunity to present evidence and to
call witnesses.
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4. Findings
a. The completion of an inquiry is marked by a determination of
whether or not an investigation is warranted. The individual
conducting the inquiry shall find no misconduct unless it is
concluded, based on the preponderance of evidence for each
allegation, that the allegation(s) have sufficient merit to call for
an investigation. The outcome of the inquiry will be conveyed
in writing to the Vice President for Academic Affairs, who will
be responsible for communication of the findings to the
respondent within ten working days. The respondent shall be
given the opportunity to comment in writing upon the findings
and recommendations of the inquiry. If the respondent chooses
to comment, such comments must be forwarded as soon as
possible within ten (10) working days.
b. If the outcome of the inquiry indicates a need for formal
investigation, the Vice President for Academic Affairs shall,
after notification to the appropriate Dean(s) and legal counsel,
initiate the investigative process. Under certain circumstances,
as defined by the applicable federal regulations, the institution
may be expected to notify the sponsoring agency or funding
source prior to the initiation of an investigation. Factors used to
determine the timing of such notification include the following:
(1) There is an immediate health hazard involved; (2) There is
an immediate need to protect federal funds or equipment; (3)
There is an immediate need to protect the interests of the
person(s) making the allegations or of the individual(s) who
is(are) the subject(s) of the allegations as well as his/her(their)
co-investigators and associates, if any; (4) It is probable that
the alleged incident is going to be reported publicly; or (5)
There is a reasonable indication of possible criminal violation.
c. If an allegation is found to be unsupported but has been
submitted in good faith, no further action, other than informing
all parties, will be taken. The proceedings of an inquiry,
including the identity of the respondent, will be held in strict
confidence to the extent allowed by law to protect the parties
involved. If confidentiality is breached, the University will take
reasonable steps to minimize the damage to reputations that
may result from inaccurate reports.
d. If the individual conducting the inquiry finds the allegations to
be unjust and malicious, those findings will be reported to the
Vice President for Academic Affairs. At this time the Vice
President for Academic Affairs may take such actions or
impose such sanctions as are appropriate to the situation.
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C. Investigation and Determination
1. Purpose
An investigation will be initiated when an inquiry results in a finding
that investigation is warranted. The purpose of investigation is to
explore the allegations further and determine whether misconduct in
research and scholarship has been committed. The investigation will
focus on accusations of misconduct as defined previously and examine
the factual materials of each case. In the course of an investigation,
additional information may emerge that justifies broadening the scope
of the investigation beyond the initial allegations. The respondent will
be informed in writing when significant new directions of
investigation are undertaken.
2. Structure
a. The Vice President for Academic Affairs will, after a decision
to proceed with an investigation, and after consultation with the
chair of the University Research Council, appoint an
Investigating Committee of no less than three persons. At least
two members will be senior faculty who are without conflict of
interest, hold no appointment in the departments of either the
complainant or the respondent, and have appropriate expertise
for evaluating the information relevant to the case.. The
individual who conducted the inquiry shall not serve on the
Investigating Committee. Following receipt of the inquiry
report, every effort will be made to appoint an Investigating
Committee within fifteen (15) working days, but the
Committee must be appointed within thirty (30) working days.
b. At its first meeting, the Committee will elect a chairperson to
handle procedural and administrative matters.
c. Hearings are confidential Written notification of hearing dates
and copies of all relevant documents will be provided by the
Vice President for Academic Affairs in advance of scheduled
meetings. Proceedings will be tape recorded, but not the
Committee s deliberations, and the records will be made
available to involved parties upon request.
d. Every effort should be made to complete the investigation
within 120 days; however, it is acknowledged that in some
cases this time period may be difficult to meet. In such cases,
the Investigating Committee shall compile a progress report,
identify reasons for the delay, and notify the Vice President for
Academic Affairs of the additional time necessary for the
investigation. The Vice President for Academic Affairs shall
P14
convey to the funding agency such information as may be
required by it at intervals as required by the agency.
e. Both the principals and the Investigating Committee may
discuss the issues personally or have a representative
accompany them.
3. Process
a. The Vice President for Academic Affairs is responsible for
notifying all parties in writing of the allegations and of the
procedures that will be used to examine the allegations.
Further, they will be informed of the proposed membership of
the Committee of Investigation for the purpose of identifying
in advance any actual or potential conflict of interest.
b. All parties to the case, including the Investigating Committee,
may present evidence and call and examine or cross-examine
witnesses. The investigation normally will include examination
of all documentation, including, but not necessarily limited to,
relevant research data and proposals, publications,
correspondence, and memoranda of telephone calls. The
Committee will make every attempt to interview all individuals
involved in making the allegation or against whom the
allegation is made, as well as other individuals who might have
information regarding key aspects of the allegations; complete
summaries of these interviews will be provided to the
interviewed party for comment or revision and included as part
of the investigatory file. Additional hearings may be held, and
the Committee may request the involvement of outside experts.
The investigation must be sufficiently thorough to permit the
Committee to reach a decision about the validity of the
allegation(s) and the scope of the wrongdoing or to be sure that
further investigation is not likely to alter an inconclusive result.
In addition to making a judgment on the veracity of the
charges, the Committee may recommend to the Vice President
for Academic Affairs appropriate sanctions if warranted.
c. As the University is responsible for protecting the health and
safety of research subjects, students, and staff, interim
administrative action prior to conclusion of either the inquiry
or the investigation may be indicated. Such action, ranging
from slight restriction to complete suspension of respondent
and notification of external sponsors, if indicated, is initiated
by the Vice President for Academic Affairs.
d. All parties in the investigation are encouraged to cooperate by
producing any additional data requested for the investigation.
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Copies of all materials secured by the Committee shall be
provided to the respondent and may be provided to other
concerned parties as judged appropriate by the Committee.
e. The respondent shall have an opportunity to address the
charges and evidence in detail.
f. After all evidence has been received and hearings completed,
the Investigating Committee shall meet in closed sessions to
deliberate and prepare its findings and recommendations. The
Committee shall find no academic misconduct unless a
majority of the members conclude that the preponderance of
the credible evidence substantiates the allegation(s).
g. All significant developments during the investigation as well as
the findings and recommendations of the Committee will be
reported by the Vice President for Academic Affairs to the
research sponsor if appropriate.
4. Findings
a. Upon completion of the investigation, the Committee will
submit to the Vice President for Academic Affairs a full
written report that details the Committee's findings and
recommendations. The Committee's findings are binding upon
the Institution subject to appeal by the respondent.
b. This report shall also be sent to the respondent by the Vice
President for Academic Affairs within ten (10) days of its
receipt.
5. Resolution
a. Finding of Absence of Academic Misconduct
All research sponsors and others initially informed of the
investigation will be informed in writing that allegations of
misconduct were not supported. If the allegations are deemed
to have been maliciously motivated, the Committee will report
those findings to the Vice President for Academic Affairs. If
the allegations, however incorrect, are deemed to have been
made in good faith, no additional measures are indicated and
efforts will be made to prevent retaliatory actions. In
publicizing the finding of no misconduct, the University will be
guided by whether public announcements will be harmful or
beneficial in restoring any reputation(s) that may have been
damaged. Usually, such decision will rest with the person who
was innocently accused.
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b. Finding of Presence of Academic Misconduct
The Vice President for Academic Affairs shall consider the
recommendations of the Committee and shall be responsible
for determining and implementing sanctions. The respondent
shall be notified in writing of the recommended sanctions
within twenty (20) days. If the sanctions involve a
recommendation for termination of employment, the
University academic termination procedures will be invoked.
The University must take action appropriate for the seriousness
of the misconduct, including, but not limited to, one or more of
the following, subject to existing University policies:
1) Institutional Disciplinary Action including:
a) Removal from particular project
b) Special monitoring of future work
c) Letter of reprimand
d) Probation for specified period with conditions specified
e) Suspension of rights and responsibilities for a specified
period, with or without salary
f) Financial restitution
g) Termination of employment/enrollment
2) Notification. The Vice President for Academic Affairs is
responsible for notification of the outcome to all federal
agencies, sponsors or other entities initially informed of the
investigation. Consideration should be given to formal
notification of involved parties such as:
a) Sponsoring agencies, funding sources
b) Co-authors, co-investigators, collaborators, department,
University publications
c) Editors of the journal(s) in which fraudulent research
was published
d) State professional licensing boards
e) Editors of journals or other publications, other
institutions, sponsoring agencies, and funding sources
with which the individual has been affiliated
f) Professional societies
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3) Interim sanctions may be imposed during the appellate
process.
6. Appeal
Individuals may appeal the judgment of the Investigating Committee
and/or the sanction. A written statement of the grounds for the appeal
must be submitted to the President within thirty (30) days of written
notification of the sanctions. Grounds for appeal include, but are not
limited to, previously unconsidered material evidence, sanctions not
commensurate with the finding, and failure to follow the prescribed
process. Upon receipt of a written appeal, the President will evaluate
the evidence and make a determination. The President shall reopen the
investigation if the previously unconsidered material evidence so
warrants and may reopen the investigation if circumstances so dictate.
The President's decision will be conveyed to all involved in a timely
fashion, but must be conveyed within thirty (30) working days. In the
case of termination, the appropriate University policies on termination
for cause shall be followed.
Source of Authority: Vice President for Academic Affairs
Cross Reference: None
Contact for Revision: Director of Research Services Associate Vice President for
Graduate Studies and Research
Forms: None
P18
Non-Credit Continuing Education A-32
Original Implementation: March 9,1978
Last Revision: April 19, 1999 January 15, 2002
Stephen F. Austin State University's mission statement includes a service mission to
focus on vital community outreach programs. To assist the University in this mission, the
Division of Continuing Education in the College of Applied Arts and Sciences serves to
meet the educational needs, outside the framework of traditional academic credit
programs, of individuals and groups. These needs are met by offering non-academic
credit short courses, seminars, workshops, conferences, institutes, and camps for personal
and professional enrichment and professional accrediting agencies; University
educational travel activities whether for credit or non-credit purposes (see Policy A-36,
Out-of-State Travel/Study); and other special activities.
I. Role and Scope
The Division of Continuing Education is designated as the administrative unit of the
University for all sponsored non-academic credit continuing education activities
(exceptions are not-for-profit colloquia, symposia, art exhibitions and for free and for
charge concerts, recitals, and performances). All non-credit outreach emanating from the
University must comply with the Texas Education Code, chapter 54.545, entitled, Fees
for Continuing Education Courses, which states that: "The board shall set the fee (for
continuing education) in an amount sufficient to permit the institution to recover the costs
to the institution of proving the course". Administrative units which have been awarded
legislative appropriations for outreach and can assure compliance with the Texas
Education Code, may establish their own designated continuing education organization
with the approval of the Vice President for Academic Affairs. Centralized continuing
education administration at the University is a necessity to ensure that all such efforts are
financially self-sufficient, and that there is uniform compliance with University, state and
federal policies, procedures, and guidelines.
A. Goals:
The overriding goals of the Division of Continuing Education are:
1. to provide life-long learning and training opportunities to the residents of the
region
2. to make Continuing Education and outreach at SFA self-supporting and to
enhance and enlarge the Continuing Education programming of the University
3. to compensate instructors or coordinators at the highest possible level to make
it economically worthwhile to be involved in Continuing Education
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B. Options:
1. An activity for which SFA/CE does not collect registration fees, but participants
do pay a registration fee to the sponsor. In such cases a university facility use
fee will be charged. This fee is assessed as a cost per person per day. Additional
line-item charges may be levied.
2. An activity for which there is a registration fee collected by the Division of
Continuing Education. In such cases a percentage of gross revenues will be
assessed.
3. An activity for which there is no fee but the coordinator or programmer desires
CEUs (continuing education units). The Division of Continuing Education will
be a co-sponsor and not have any administrative duties except to certify that the
activity is eligible for CEUs under University, state, and Southern Association
for College and Schools (SACS) guidelines. A CEU certificate will be provided.
Each of the above will be determined by the Director of Continuing Education
in conjunction with the Dean of Applied Arts & Sciences. Annual fee schedules
will be filed with the Vice President for Academic Affairs.
II. Responsibility
The Division of Continuing Education is responsible for:
A. assisting any department or individual in planning and implementing a continuing
education activity. (Exceptions to this policy must be granted by the Vice
President for Academic Affairs.);
B. collecting and disbursing all funds involved in such activities and maintaining
proper financial records in line with fiscal regulations of the University;
C. maintaining a system of student records and preparing transcripts where applicable
for professional compliance and/or certificates for CEUs;
D. meeting the guidelines established by the University, Texas Higher Education
Coordinating Board, and the Southern Association of Colleges and Schools in the
awarding of Continuing Education Units (CEUs).
III. Procedures
These procedures are to be implemented in the planning of an activity through the
Division of Continuing Education:
A. Should the person in charge of an activity be a University faculty member, he/she
must submit an "Activity Request Form" for approval by the respective
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department chair, college dean (if activity directly is related to academic discipline
of employment), and the Division of Continuing Education. If the activity is
outside one s academic discipline, a vita must be submitted stating qualifications
to direct the proposed activity.
B. Should the person in charge of an activity be a University employee, but not an
academic faculty member, he/she must submit an "Activity Request Form" along
with a resume or vita stating qualifications to direct the proposed activity for
approval by the respective department chair, manager, or administrator, and the
Division of Continuing Education.
C. Should the person in charge of an activity not be a University employee, he/she
must submit an "Activity Request Form" along with a resume or vita stating
qualifications to direct the proposed activity for approval by the Division of
Continuing Education.
D. Should the activity be a camp, a list of organizers must be provided along with
their qualifications to direct such an event. An "Activity Request Form" must be
submitted for approval by the Division of Continuing Education. The activity
request shall receive timely consideration and approval if it meets the criteria for
outreach/continuing education as established by University, state, and/or SACS.
The applicant will be contacted if changes are proposed or necessary. Issues of
pricing, timing, market, instructor credentials, space availability, and academic
compatibility are issues to be reviewed.
When the activity request is approved, the person in charge of the activity should
plan with the Division of Continuing Education as to the services needed.
Services include, but are not limited to:
1. Designing and printing of the brochure/program
2. Mailing and advertising
3. Securing facilities
4. Conducting pre-registration
5. Collecting fees
6. Conducting on-site registration
7. Securing equipment, materials, and supplies
8. Providing official registration and attendance forms
9. Granting of CEUs
10. Acting as fiscal agent of event/activity, including:
a. Purchasing
b. Payments
c. Receipts
d. Accounting
e. Stipends
f. Payroll issues and compliance
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E. Travel
1. All organizers of non-academic travel activities offered through the Division of
Continuing Education must file an "Activity Request Form" with the Director of
Continuing Education. The organizer will list on the form the stated objectives of
the travel activity, showing goals that are compatible with the University and the
Division of Continuing Education.
2. The agreement with the travel agency, carrier or vendor shall contain a clause that
specifies that transportation, lodging, and food services are the responsibility of
the carrier and not the University. Model statements may be obtained from the
Director of Continuing Education and must be attached to the "Activity Request
Form."
3. All other considerations of an activity with travel as its principal focus are found
in Policy A-36, Out-of-State Travel/Study.
IV. Fiscal Considerations
The following items shall apply to the fiscal planning for all activities under the Division
of Continuing Education, which must be self-supporting:
A. Fees: Registration or enrollment fees should be set at a level to cover the cost of
the activity and include reasonable fees for operating overhead of the Division.
B. Material and supplies: Requisitions to purchase necessary materials and supplies
must be submitted to the Division of Continuing Education for processing. All
purchasing requisitions shall comply with state and federal laws, rules, and
regulations regarding competitive procurement. If materials are already are on
hand, an IDT will be processed to reimburse the department for the expense.
C. Promotion: As soon as the activity is approved, requisitions for printing, activity
advertising, and public relations should be submitted to the Division of Continuing
Education for processing according to University and state regulations regarding
competitive procurement. The Division of Continuing Education will contact
Purchasing and the Office of Public Affairs on behalf of the activity. Any activity
with a general audience appeal will be assessed a pro-rata fee for newspaper
advertising.
D. Budget: A budget will be prepared to be used as a basis for setting the registration
fee. Every event is intended to provide sufficient revenue to cover all direct costs,
including stipends, benefits, and overhead. Should insufficient enrollment occur,
the event will be canceled. Under some circumstances an event may be conducted
with insufficient enrollment if the instructor agrees to a reduced stipend (the intent
is to recoup other expended funds on creating the event).
P22
E. Stipends: The basis and rate of pay will be negotiated with the coordinator or
instructor of an activity and will be confirmed in a letter of agreement.
Depending on the nature of the activity, a percentage of revenue or an hourly
instructor fee with some preparation time included will be negotiated. Payments
may be made to instructors, coordinators, sponsoring departments, or other
entities all to be established in advance in the "Activity Request Form".
The Division of Continuing Education will follow University, state and federal
regulations regarding payment of stipends/compensation to those involved with the
activity. Determination will be made as to status independent contractor,
employee of the University, etc., and processed accordingly. All full-time University
employees are subject to payroll taxes, insurance/retirement deductions if appropriate.
Part-time employees are subject to payroll taxes and other appropriate deductions, i.e.,
state retirement contributions, if employed by other state agencies or public school
systems.
F. Financial Records: As soon as all revenues are collected and all expenses paid, the
Division of Continuing Education shall prepare a financial statement for the
activity. A copy will be furnished to the person in charge. Confirmation of
surplus/deficit (net income before stipends) will be noted by the instructor or
coordinator. All fiscal policies of the University will be followed in
revenue/expense processing. Request for stipend payments will be made in
accordance with University procedures.
G. Facilities: Dedicated space for the Division of Continuing Education consists of
offices located at 541 E. College and Room 421, Liberal Arts North. All other
facilities must be arranged with respective building managers. Should additional
clean-up, repairs, etc. be required, these should be included in the budget of the
continuing education activity.
The Division of Continuing Education is authorized to contract for non-University
facilities.
H. Refunds: The following refund policy shall be published at least once each fiscal
year and distributed to the participants upon request.
1. Registrants who withdraw prior to beginning of the activity will receive a
refund minus a processing fee ($100 or less, a 10% fee; over $100, a 5% fee)
2. No refund will be granted after the activity begins.
3. Should the activity be canceled by the Division of Continuing Education, a full
refund will be given.
4. Substitutes for registrants may attend provided that notification is received by
the Division prior to the start of the activity.
P23
5. When activities include meals, the cost of food service will also be deducted
from the refund if notice is not received 48 hours in advance of the beginning of
an event.
6. Under special circumstances non-refundable deposits may be required.
7. With less than projected enrollment, the activity may be postponed, rescheduled
or canceled.
I. Audio-visual Equipment: All audio-visual equipment must be requested from the
Division of Continuing Education. If such is available, a fee schedule will be used
to determine actual cost of usage. Wear and tear, bulbs, etc. must be replaced.
These charges are in addition to the Continuing Education overhead percentage.
V. Income and Expenditure Distribution
A. All Continuing Education activities distribute revenue as follows:
1. Division of Continuing Education overhead is set by the activity
2. Instructor/coordinator stipend is set by a letter of agreement
3. Materials/supplies are itemized at actual expense
4. Advertising/promotion is set at $10 plus actual expense
5. Production is itemized at actual expense
6. Other costs are itemized according to a schedule of actual expense
B. Facility Use Fees:
A facility use fee may be charged in lieu of overhead expenses to cover the use of
state facilities, equipment, or staff.
C. Deposits:
The Division of Continuing Education may require a security/guarantee deposit of
10% of expected activity expenses or $500, which ever is greater. The security
deposit is required for, but not limited to, activities where expected expenses exceed
$5,000, and shall be paid six months, or as soon as practical, prior to the activity date.
The security deposit, minus any incurred activity expenses, is refundable up to three
months prior to the activity. Cancellation within three months of the activity date
forfeits refund of the deposit. Upon completion of the activity, the deposit will be
applied toward financial obligations. The Director may modify or waive the security
P24
deposit for individual activities. University sponsored activities are exempt from
security/guarantee deposit.
D. Pre-Payments and Advances:
1. Some activities may require pre-payment of enrollment/registration fees to
confirm registration. Registration is complete upon receipt of payment.
2. In the event an instructor or coordinator is given an advance on expected
income from an activity, and it is determined, upon completion of the activity
and the final expense report, that the instructor or coordinator was over-compensated,
the full amount of the overpayment must be returned to the
Division of Continuing Education within 15 days.
Source of Authority: Vice President for Academic Affairs, Texas Education Code
Cross Reference: None
Contact for Revision: Vice President for Academic Affairs
Forms: Activity Request and Approval Form (Available in the Division of Continuing
Education)
P25
Out-of-State Travel/Study A-36
Original Implementation: September, 1981
Last Revision: July 27,1999 January 15, 2002
Out-of-state travel courses are those courses whose fundamental content is based on the
use of natural or cultural resources found outside the state and in which a majority of
instruction is delivered out-of-state. They do not include courses delivered on campus in
which incidental travel to another state for enrichment activities occur.
Requests for courses involving out-of-state travel must be routed, using an "Out-of-State
Travel/Study Course Request Form", for approval via the instructor's department Chair,
college Dean, the Director of Continuing Education, the Dean of Applied Arts and
Sciences (who is out-of-state travel/study coordinator and responsible for submitting
course requests to the THECE), and the Vice President for Academic Affairs.
1. The approval process consists of two stages.
a. Tentative approval prior to formal arrangements and an agreement with a licensed
carrier or travel agency if required. Criteria for approval shall be those set by the Texas
Higher Education Coordinating Board and stated as follows:
(1) No courses which offer credit primarily for travel, recreation, or pleasure may
be authorized.
(2) No out-of-state classes may be offered to serve non-Texas residents unless they
are degree candidates at Stephen F. Austin State University, and they must be charged the
non- resident or foreign student tuition as established by law.
(3) No student may be eligible to enroll in an out-of-state class unless the student
has satisfied all University and degree program admission requirements and has paid all
appropriate fees.
(4) All courses must be in the approved course inventory and be applicable to a
program approved by the Coordinating Board.
(5) In accordance with THECB Rules: (Chapter 5, Subchapter H, and
Memorandum of Reporting Out-of State and Out-ofCountry Courses dated April 10,
2001) each public institution wishing such approval shall submit its request on an "Out-of-
State Resident Credit Course Request" form. For each course or group of related
courses, the institution must attach a statement describing in detail how the course or
group of courses will utilize academic, cultural, or physical resources not reasonably
available in Texas.
P26
(6) The instruction in all authorized out-of-state classes must conform to all
relevant academic policies at SFASU. All courses must conform to the University's
workload and enrollment requirements, its contact hour/credit ratio, and similar matters.
(7) If a course is to be taught by adjunct faculty (anyone other than regular
University faculty), a statement must be attached describing the unique qualifications of
personnel to be employed at the out-of-state site.
(8) Motivation for the offering of courses must be educational, not entrepreneurial,
and may not result in improper advantage or financial gain for participating faculty and
staff. Out-of- state classes must emphasize their instructional nature. Any course
advertised or marketed to create the impression that it is primarily a credit-for-travel
experience will be disallowed.
(9) Any free tickets for travel, accommodations, or other expenses provided by
travel agents, carriers, or hotels must take the form of payments to SFASU and not be
made as gifts to faculty members or their families. Except for funds specifically
appropriated for international activities (e.g., state incentive programs, scholarships, etc.),
state funds will not be used for faculty and student travel, meals and lodging, or other
incidental expenses.
(10) Financial aid must be available to students registering for out-of-state classes
on the same basis as it would be for such students seeking financial aid for on-campus
instruction. Additional student financial aid may be furnished by the University as
appropriate.
(11) Minimum class enrollments will conform to the same standards applicable
were the class to be offered on-campus.
b. Final approval based upon the submission of a total itinerary, plan of study
and copies of promotional brochures to be used. The rationale used for final approval will
consist of a written explanation of how the course will involve cultural, intellectual,
academic or natural resources not accessible in Texas or produced via standard laboratory
exercises.
2. Deadlines for approval are as follows:
a. Tentative approval
(1) Fall semester: Prior to February 1
(2) Spring semester: Prior to June 1
(3) Summer semester: Prior to November 1
P27
b. Final approval and submission to the Coordinating Board
(1) Fall semester: May 1
(2) Spring semester: September 1
(3) Summer semester: February 1
3. The agreement with the travel agency carrier, or vendor shall contain the following
clause specifying that transportation, lodging, and food services are the responsibility of
the carrier and not the University:
Stephen F. Austin State University and its representatives shall assist the tour members in
making arrangements for hotels, transportation, sightseeing, restaurants, or any other
services in connection with the itinerary, and the University and its representatives shall
exercise reasonable care in making such arrangements. The University and its
representatives shall not, however, assume any liability whatsoever, for any injury,
damages, loss, delay or accident to person or property due to any act or default of any
hotel, carrier, restaurant, company, or person rendering any of the services included in the
tour. The tickets, coupons, rules, tariffs, or contracts currently in use by any carrier, hotel,
restaurant, or other contractor, rendering service, shall constitute the sole contract
between such contractor and the tour member. Further, (Tour Agent) and Stephen F.
Austin State University accept no responsibility for any damage or delay due to sickness,
pilferage, labor dispute, machinery breakdown, quarantine, government restrictions,
weather, or any cause beyond their personal control. The right is reserved to cancel or
change itineraries, or substitute services without notice and to decline to accept or retain
any tour member at any time. Additional expenses, if any, shall be borne by the
participants. The airlines concerned and their agents or affiliates, are not to be held
responsible for any act, omission, or event during the time passengers are not on board
the aircraft. The passenger ticket in use by said airline shall constitute, when issued, the
sole contract between the airline and the purchaser of these tickets and/or for the
passenger. Air fares are subject to change without notice. The services of any IATA
carrier may be used for these tours, and transportation within the USA may be provided
by any member carrier of the Air Traffic Conference of America. In view of the
statutory or contractual limitations which may apply to personal injury or losses or
damages to property, the purchase of accident and baggage insurance is strongly
recommended.
4. The brochure that is distributed to prospective students must contain a clause which
specifies that where there is a contract for transportation, lodging and food, the student's
contract is with the travel agency or carrier. The University is responsible for
instruction and credit only.
P28
5. All student deposits for reservations for a course involving contract travel will be
deposited with the Division of Continuing Education. After the deadline for reservations
has passed, a check will be drawn payable to the agency or carrier, or if the course
does not make, refunds will be made to students. For those courses not using contract
travel, deposits must be made immediately on receipt to the appropriate University
account.
6. All purchases are subject to the state bid procedures. Trip directors must submit
requests for bids or justifications for contracts with specific vendors or agents.
7. The salary of the instructor will be paid in one of the following ways:
a. The instructor's regular salary will be paid from the department's budget, or
b. The instructor's salary will be paid through the College of Applied Arts and
Sciences prorated on the basis of enrollment, not to exceed his/her regular salary.
8. There will be no travel allowance for the instructor unless specific exception is made
by the Vice President for Academic Affairs.
Source of Authority: Texas Higher Education Coordinating Board, President, Vice
President for Academic Affairs
Cross Reference: None
Contact for Revision: Vice President for Academic Affairs
Forms: Out-of-State Travel/Study Course Request Form (available in Division of
Continuing Education)
P29
Regents Professors A-38
Original Implementation: October, 1979
Last Revision: My27,l999-January 15, 2002
Each year at its spring meeting, the Board of Regents recognizes one or two truly
outstanding faculty members as Regents Professors for the coming academic year. These
professors receive a monetary award to be used in support of their activities in that year
and are recognized at the spring commencement ceremonies at the end of their term, at
which time they are presented a medal.
Only tenured full professors are eligible for nomination for Regents Professor.
1. A nomination shall be made by a tenured faculty member of the University in writing
to the department Chair and shall consist of the resume and supporting documents that
can be contained in one 3 inch, 3 ring, notebook.
2. A nomination shall bo submitted without regard to the distinction betwcon teaching
and research.
32. Previous recipients shall serve as a review panel and individually and independently
submit a ranking of nominees to the Vice President for Academic Affairs.
43. Nominations shall be reviewed by the Council of Deans, which shall recommend the
nominees who best represent teaching and/or research of exceptionally high quality.
$4. The Council of Deans shall make its recommendations, in turn, to the Vice President
for Academic Affairs, the President, the Chair of the Academic Affairs Committee of the
Board of Regents, and the full Board. Should the Council of Deans conclude that
nominees do not meet the expectations for a Regents Professorship, it shall recommend
that the honor not be bestowed.
€5. Recipients shall be chosen by the Board of Regents.
During the course of their initial year as Regents Professors, recipients shall be available
for consultation to tho academic community.
Source of Authority: Board of Regents, President, Vice President for Academic Affairs
Cross Reference: None
Contact for Revision: Vice President for Academic Affairs
Forms: None
P30
Underenrolled Classes A-46
Original Implementation: November 4,1977
Last Revision: January 19,1999 January 15, 2002
1. This policy applies to courses whose primary mode of instruction is lecture,
laboratory, or seminar.
±2. Underenrolled classes are organized undergraduate classes with less than 10
registered students and organized graduate classes with less than 5 registered students.
Organized classes are classes whose primary modo of instruction is lecture, laboratory,
seminar, or group telovision.M/m/wi/m enrollment requirements for off-campus, face to
face courses are addressed in Policy A-34: Off-Campus Courses.
23. No underenrolled classes shall be offered in any term except as authorized by the
Board of Regents of Stephen F. Austin State University.
£4. Only underenrolled classes that meet one or more of the following requirements may
be authorized to be taught as small classes:
a. Required coursed course required for graduation. (The course is not offered
each semester or term, and if cancelled may affect the date of graduation of those
enrolled.)
b. Required^ course required of majors in this field &&&-that should be completed
&is-m a given semester (term) to keep proper sequence in courses.
c. Course A course in a newly established degree program, concentration, or
support area.
d. Interdepartmental (cross-listed) courses taught as a single class by the same
faculty at the same station, provided that the combined courses do not constitute a
small class.
e. The ¥irstfirst time offering of the-a course.
f. A course the Class class size of which is limited by accreditation or state
licensing standards.
g. A course the Class class size of which is limited by availability of laboratory or
clinical facilities.
h. A class Voluntarily voluntarily offered by a faculty member in excess of the
institutional teaching load requirement and for which the faculty member receives
no additional compensation.
i. Sections of courses required by state law or regulation to bo offered (e.g., ENG
099, MTH 099).
P31
4. An underenroUed class of the same course may not be offered in consecutive semesters
or summer terms.
5. The University shall file with the Coordinating Board through its uniform reporting
system a small class report as required by state law or agency regulations.
Source of Authority: Texas Education Code, sec. 51.403 et seq.; Board of Regents;
President; Vice President for Academic Affairs
Cross Reference: Faculty Handbook
Contact for Revision: Vice President for Academic Affairs
Forms: None
P32
Student Evaluation of Faculty Instruction A-48
Original Implementation: April 20,1999
Last Revision: Ne&eJanuary 15, 2002
All courses taught by each faculty member (part-time, adjunct, teaching assistants) shall
be evaluated at least once a year by students in the courses. Courses evaluated will be
those taught in the fall and/or spring semesters. The purpose of the evaluations shall be
(1) to assist each faculty member in the continuous improvement of his/her instruction
and (2) to assist faculty and Chairs/Directors in making recommendations related to
personnel decisions. The format/instrument for evaluation shall be one(s) agreed upon by
individual colleges. There is no requirement for a common university evaluation
instrument. At the discretion of each faculty member, the evaluations may be made either
in the fall or spring except that the academic departmental/divisional Chair/Director shall
have the right to arrange all evaluations so as to achieve an equal balance by semester or
to meet accreditation requirements.
Procedures
1. The evaluations shall be conducted during the last three weeks preceding final
examinations.
2. The academic departmental/divisional Chair/Director shall arrange for the evaluations
of all of his/her faculty members courses.
3. The evaluation of each course shall be administered by a person designated by the
departmental/divisional Chair/Director.
4. A monitor shall remain in the classroom or laboratory until all instruments have been
completed. Then he/she shall gather all instruments and deliver them to the appropriate
departmental/divisional Chair/Director.
5. The Department Chair will report the results of the evaluation to the individual faculty
member after grades are recorded on students transcripts.
6. Information contained in the student evaluation shall be incorporated into the annual
faculty evaluation process used by the departmental/divisional Chair/Director, College
Dean, the Vice President for Academic Affairs, and the President.
Source of Authority: Vice President for Academic Affairs
Cross Reference: Faculty Handbook
Contact for Revision: Vice President for Academic Affairs
Forms: None
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Semester Grades A-54
Original Implementation: January 25,2000
Last Revision: aeae January 15, 2002
I. Recorded Grades
A student's grades are determined by daily work, oral and written quizzes, and afinal
examination. Faculty members may use a variety of factors including class attendance to.
establish a final grade for the course. (See Policy Statement A-10). A grade of A
indicates excellent; B, good; C, average; D, passing; F, failure; QF, quit failure; WH,
incomplete or grade withheld; WF, withdrew failing; WP, withdrew passing. WP and WF
are assigned only when a student has withdrawn from the University after mid-semester
or with special approval of the student's academic dean. No grade can be taken from the
record unless put there by mistake. Specified courses are graded on a pass (P)/fail (F)
system with no other grades awarded. A student who makes an F can get credit only by
repeating the work. A student who desires to repeat courses in order to improve his/her
GPA at SFA must repeat those courses at SFA.
II. Withheld Grades
Ordinarily, at the discretion of the instructor of record and with the approval of the
department chair, a grade of WH will be assigned only if the student cannot complete the
course work because of unavoidable circumstances. Students must complete the work
within one calendar year from the end of the semester in which they receive a WH, or the
grade automatically becomes an F. Students may not attend sections of a course in future
semesters to complete a WH grade. Limited course visitation may be arranged with
the permission of the instructor. When students register for the same course in future
terms the WH will automatically become and F and will be counted as a repeated course
for the purpose of computing the grade point average.
III. Grade Point Average
A grade of A gives the student four grade points per semester hour; B, three grade points;
C, two grade points; D, one grade point; and F, QF, W, WH, WF, and WP, no grade
points. The grade point average (GPA) is determined by dividing the sum of the grade
points earned at SFA by the total number of qttatity-homs attempted at SFA, subject to
the following exceptions: grades ofW, WH,P, and WP are not counted. In addition, the
repetition of a course may affect the grade point calculation as explained in Section TV,
Repeat Grades. , excluding P hours. (See below for special exceptions.)
An undergraduate student who desires to repeat courses in order to improve his/her grade
point average at SFA must repeat thoso courses at Stephen F. Austin State University.
The following rules apply:
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IV. Repeat Grades
A student who makes an F can get credit only by repeating the work. An undergraduate
student who desires to repeat courses in order to improve his/her GPA at SFA must
repeat those courses at SFA.
A. For any course that is repeated once at SFA, the higher of the two grades will be used
to determine the GPA.
B. If a course is repeated more than once at SFA, all grades earned for that course will be
used to determine the GPA. Credit hours for courses taken at other institutions to replace
credit hours earned at SFA may be used to meet graduation credit hour requirements, but
grades from transferred courses will not change the GPA based on courses taken at SFA.
Only grades earned at SFA will be used for calculating GPA.
Source of Authority: Vice President for Academic Affairs
Cross Reference: General and Graduate Bulletins, Class Attendance and Excused
Absences, Index A-10
Contact for Revision: VPAA
Forms: None
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Camp and Conference Reservations B-4
Original Implementation: 1987
Last Revision: January 30,2001 January 15, 2002
Each year Stephen F. Austin State University is host to a variety of camps, clinics, workshops,
and conferences. To facilitate the many and varied requests of these groups, the Coordinator for
University Reservations and Conferences, referred to in this booklet as the Coordinator, located
in the University Center, room 110, is available to assist Camp Directors in arranging housing,
meal tickets, meeting space, insurance, parking permits, and banquets. A camp as referred to in
this document refers to all special programs, camps and conferences.
Eligibility
Any camp or conference requesting use of University facilities must have a University sponsor.
If profit-making agencies are involved with the program, the sponsoring organization must
receive prior approval from the Vice President for Business Affairs to conduct the camp. All
adult, non-credit groups or University groups awarding Continuing Education Units must be
sponsored through the Department of Continuing Education.
It is the responsibility of the sponsoring individual or organization to ensure that programs and
activities conducted in the University Center or at other locations on the University campus are
in compliance with the Americans with Disabilities Act.
Age of Participants
Camp participants under ten (10) years of age are not permitted to stay over-night in the
residence halls unless accompanied by parents and under close supervision at all times.
Request for Camp/Conference Facilities
The first step for the Camp Director will be to submit a completed "Camp/Conference
Reservation Contract" to the Coordinator (see appendix for sample). The form should be
completed with estimates of size of the camp. Housing, meal cards, meeting space and other
requests will be reserved according to the stated needs on this form. Completion and return of
these forms as early as possible will help assure that each specific need will be met. Some areas
are limited and will be supplied on a first-come, first-serve basis. A packet containing passes,
tickets, insurance forms and instructions will be assembled and should be picked up at the
Coordinator's office two (2) weeks before the scheduled camp date.
Insurance Requirements
// is the responsibility of the sponsoring department to ensure that each group has appropriate
liability coverage.
All non-credit participants spending the night in University residence halls must be insured. A
per camper/night fee will be assessed at the completion of the camp and billed to the proper
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account. A list of names of all participants to be insured must be submitted to the office of the
Coordinator on the first working day of the camp session. Completing insurance forms are the
responsibility of the Camp Director. Forms returned because or insufficient information are also
the Camp Director's responsibility.
Health Clinic
A medical release and consent form (see appendix for sample) must be completed and signed by
the parent/guardian of each camper under age 18. Neither the clinic nor local hospitals will treat
a minor student without this release form in hand. The Camp Director is responsible for having
these forms signed and readily accessible at all times in case of an emergency.
Claim forms are available from the Coordinator as needed. The attending physician/professional
will forward the claim form to the insurance carrier following a medical visit. No claim will be
processed without the signature of a camp official.
A camp official must accompany a student camper to the University Health clinic, local hospital
emergency room, or pharmacy. I
Emergency Phone Number
All camp participants should be informed that a campus 911 number is available to them should
an emergency take place.
Parents of participants should be informed of the twenty-four (24) hour emergency phone
number (936) 468-2608 at the University Police Department.
Billing Procedures
Billing for summer camps will be handled through the Coordinator's office. Costs for meals,
housing and insurance will be negotiated each year and the projected costs made available upon
request. An account number or billing address should be supplied at the time of the original
camp reservation. After the camp is completed, one total bill for lodging, damages, lost keys,
meals, special banquets, SFA food service deliveries and pick-ups, insurance, and other
applicable costs will be assessed and billed to the camp account. Any damages, etc. discovered
after the close of the camp will remain the Camp Director's responsibility.
Camp cancellations must be made in writing to the Coordinator. Cancellations within one
month to two weeks prior to the starting date of the camp will incur a $100dollar cancellation
fee. There will be a $150 per day charge for each day that the camp was scheduled when the
cancellation is made within two weeks of the beginning date of the camp.
Housing
The Camp Director should estimate as closely as possible the number of students and counselors
needing University housing for the camp session. Space will be reserved as per the reservation
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completed by the Camp Director. Concurrent camps may result in two or more groups occupying
the same residence hall In the event that this becomes necessary, the Camp Director will be
allowed the opportunity to request additional facilities. The request for additional facilities will
be granted if housing facilities are available. Additional fees will be charged for this service and
will be established according to the type of facility requested.
Before the camp session, the Camp Director will receive lists of final hall assignments, summer
Hall Directors and their current phone numbers. Two weeks before the camp session the Housing
Department will send floor plans, roommate lists, information specific to the building such as
rooms being used for storage and not available to campers, and the current phone number for the
Hall Director. The Camp Director should contact the Hall Director as soon as the lists are
received and should keep the Hall Director updated on changes and special needs the camp may
have in the hall.
If it is necessary for a camp to have camp staff or campers arrive one night early or check out
one day later than the main camp, the early arrivals/late checkouts may be housed in a different
facility for this time. Any early arrivals or late checkouts must have authorized supervision.
Final Arrangements
At least two (2) weeks prior to the start of the camp session the Camp Director should contact the
Hall Director assigned to the camp to finalize arrangements. Issues to be discussed include early
arrivals, pre-camp inventory of the residence hall, check-in and checkout procedures, room
assignments, storage of equipment, late departures and end of conference inventory of the
residence hall.
The SFA Housing Department is responsible for the overall cleaning of the residence halls, but it
is the Camp Director's responsibility to make sure campers posters, trash and other items are
removed from the rooms and taken to the dumpster. The Camp Director is responsible for
removal of any writing on walls, mirrors or doors prior to departure.
Housing damages and lost key charges are assessed after the group has left the residence hall, but
remain the Camp Director's responsibility. (See Damages for more information) Groups meeting
in the lobbies of the residence halls are responsible for the general cleaning of these areas. Food
deliveries are not permitted after the front desk closes.
Participants may not use hallways, floors, or rooms other than those assigned to the camp.
Special Accommodations
Any camper or conference attendee that will need special accommodations due to a disability
should contact the Coordinator prior to arrival on campus.
The Camp/Conference Director Responsibilities
(Participants as presented below refer to all individuals associated with the camp/conference
including campers, instructors, staff and guests).
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The Camp/Conference Director:
1. Will provide counselors and staff for the camps, preferably one counselor per ten
campers. Campers should be supervised during any free time.
2. Inspects residence hall facilities immediately prior to and after the camp session;
3. Advises participants of appropriate check-in and checkout procedures including charges
for damages and lost keys;
4. Familiarizes participants with University policies, especially those pertaining to fire and
emergency evacuation procedures, appropriate conduct, possession of controlled
substances and fire arms, and authorized entry into rooms;
5. Maintains discipline of all participants;
6. Cooperates with the residence hall director and staff who are responsible for the safety,
security and maintenance of the building;
7. Collects and has readily available all Medical Release and Consent Forms on all
participants;
8. Informs the University in advance of early and late arrivals;
9. Completes insurance forms at the time of treatment;
10. Handles insurance forms returned for lack of student information;
11. Furnishes the coordinator with a camp roster as soon as possible but no later than twenty-four
(24) hours after camp check-in begins.
12. It is the responsibility of the sponsoring individual or organization to ensure that programs
and activities conducted in the University Center or at other locations on the University
campus are in compliance with the Americans with Disabilities Act.
The Hall Director's Responsibilities
The Hall Director is responsible for supervising the SFA residence hall staff. He/she will develop
a comprehensive work schedule, assist with distribution qfissue keys and moke room |
assignments as needed to provide the best possible service to conference guests. The hall
director will be available to assist the Camp/Conference Director in providing adequate
supervision and disciplinary guidelines to campers.
After camp completion, the Hall Director will be responsible for submitting to the Housing
Department the final count of rooms/beds used.
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The Hall Director:
1. Acts as a daily contact person to assigned groups;
2. Prepares staff for handling emergencies and familiarizes them with overall building layout
(elevators, fire alarms, etc.);
3. Interprets, supports, and enforces University policies, procedures, and regulations;
4. Completes work orders and maintenance requests as needed for efficient hall
maintenance;
5. Completes administrative paperwork as required by the Residence Life Office or the
Housing Department.
6. Assesses all Housing charges at the Conclusion of the conference.
Hall Director Phone List
The Hall Director reports to the Coordinator of Residence Life.
The Residence Hall Staffs Responsibilities
The residence hall staff, under the supervision of the Coordinator of Residence Life and the day-to-
day responsibility of the Hall Director, will assist in summer camp programs.
The Hall Staff:
1. Cooperates with the Hall Director in the operation of the residence hall;
2. Assists with check-in and preparation of facilities for each camp;
3. Assists with checkout and inspection of rooms at the close of each camp ;
4. Performs desk responsibilities during assigned desk hours, gives information, checks
guests in and out, issues keys, takes messages, and/or any other duties deemed necessary;
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5. Serves as a referral/resource person to camp participants;
6. Assists in acquainting Camp Director with University policy, emergency procedures and
facilities lay-out;
7. Maintains necessary reports and an accurate accounting of money, keys, maintenance
requests, damages, etc.;
8. Is accessible in emergency situations;
9. Maintains duty hours as assigned by the Hall Director;
10. Attends staff meetings as assigned by the Hall Director; and,
11. Performs other duties as assigned by the Hall Director.
Residence Hall Rules and Regulations
Agenda/Schedule. A copy of the agenda or schedule for each conference group must be left
with the Hall Director to assist the residence hall staff in directing student during their stay.
Alcohol. Alcohol is not allowed in residence halls at any time.
Cleaning Fee. Cleaning charges may result if the participant leaves the room in any condition
that requires custodial personnel to be called in for extra cleaning or the removal of trash from
the building.
Controlled Substance. Unlawful use, manufacture, possession, or delivery of any controlled
substance or dangerous drug is prohibited in residence halls.
Damages. The camp will be charged for any damages to the residence hall or its furnishings.
Attaching signs or posters to the doors or the walls with tape may result in damage charges. The
University is not responsible for any damage to a camper's room as a result of theft, vandalism,
or maintenance failure. The Housing Department encourages a representative from each group to
conduct a walk through inspection of each room prior to the arrival of the camp. All pre-existing
damages should be noted at that time. The Hall Director will be available to inspect each room
with the Camp Director upon request. The Camp Director is responsible for removal of any
writing on walls, mirrors or doors prior to departure. Housing damages and lost key charges are
assessed after the group has left the residence hall, but remain the Camp Director's responsibility.
Desk. The desk will be open from 10 a.m. until the Camp curfew (no later than midnight).
Messages for camp participants received by desk attendants will be posted in a central location
and not delivered to individual rooms. The Hall Director will unlock the front doors at the time
requested by the camp director. The front door will be locked at midnight, or earlier if requested.
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Any one that is locked out of the building may use the emergency phone located next to the door
to contact the University Police Department for admittance to the building.
Desk Deliveries. Deliveries of prepaid merchandise may be made to the residence hall desk
while it is open. Desk assistants will notify participants of a delivery, but shall in no way be
made accountable for such items. Occupants will be contacted for deliveries when payment is
needed.
Discipline and Supervision. It is the responsibility of the Camp Director or camp staff to
administer discipline to participants who violate camp or University regulations. On occasions
when camp personnel are not available, residence hall personnel will temporarily handle the
situation. In cases of chronic or severe discipline problems, the residence hall director reserves
the right to recommend that a camp participant be sent home. Violation of federal, state or
municipal law will require the involvement of the University Police Department. All camps must
provide on - site camper supervision throughout the duration of the camp. This includes
overnight supervision within the residence hall.
Emergency. In case of an emergency call 911 or University Police at (936) 468-2608.
Entry-Authorized Entry Into Rooms. Entry into a residence hall does not normally constitute a
search. University personnel and the camp staff may enter a room to remove a potential fire,
safety, or health hazard; to perform maintenance; to correct situations intruding upon the comfort
of others (a phone or alarm clock continuously ringing, loud radios, etc.); to retrieve items upon
request of the participant's immediate family; and to retrieve the personal belongings of other
individuals where there is no apparent dispute to ownership of the property.
All other situations which would require entry into a room should be coordinated with the Hall
Director who may consult with University Police.
Evacuation Procedures. All persons are required to evacuate a building when an emergency
alarm is activated. If an alarm sounds, each person must leave the room and proceed to the
nearest clear exit. Stairwells must be used instead of elevators. If the camper is unable to exit the
room, a towel, sheet, or similar item should be placed outside the window, so that emergency
personnel will know that someone is in the room. Camp Directors may request that a fire drill be
scheduled during the camp by contacting the Hall Director prior to arrival.
Facility Sharing. In order to be more energy efficient, two or more camps may be scheduled in
the same facility.
Firearms. Possession or use of weapons or explosives (such as pistols, rifles, shotguns,
firecrackers, cherry bombs, or any weapons prohibited by laws of the state of Texas) in
University-owned-or-controlled buildings is prohibited.
Fire Safety. No incense or candles may be burned in residence halls. If an extinguisher is
maliciously discharged, a fee for refilling the extinguisher and for clean-up will be assessed.
Transmission of a false alarm is a violation of state law and violators will be prosecuted.
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Gambling. Gambling in any form is prohibited.
Games. Because of potential physical harm or residence hall damage, active games such as
running and the use of frisbees, footballs, ice or water fights etc., are not allowed within
residence halls. It is the responsibility of the camp to store the equipment for the camp such as
basketballs, etc.
Guests With Disabilities. Conference guests that need any special accommodations should
contact SFA's Camp Coordinator prior to arrival.
Housekeeping. Housekeeping staff are on duty Monday through Friday. Common areas of the
residence halls and community bathrooms are cleaned daily. Cleaning of individual rooms and
trash in individual rooms is the responsibility of the camper. Any housekeeping concerns should
be reported to the front desk.
Keys. Individual K-keys are issued according to the Camp Director's request an ^University
Policy to each camper at the time of check-in. Keys must be turned in to residence hall staff at
checkout. A replacement fee will be assessed for each key that is not returned at the end of the
camp session. This charge covers the cost to change the lock and make a new set of keys. Camp
officials will not be issued master or front door keys to any building. In the event a camper is
locked out of a room, Camp Staff will be asked to confirm the identity and room assignment of
the camper before a new key is issued. Each Camp Director will develop the camp procedure
for lockouts.
Laundry Facilities. Coinless washing machines and dryers are located in each residence hall.
Lost and Found. Lost and found items should be turned into the front desk. At the end of each
camp, the Camp Director may pick up any lost and found items. Anything left over from the
camp will be turned into the sponsoring department University Center Information Desk on
campus. SFA cannot be responsible for lost or stolen items.
Maintenance. Any maintenance problems should be reported to the Hall Director or desk
personnel. Abuse of elevators, televisions, laundry machines or ice equipment or other excessive
maintenance charges may be billed to the camp.
Medication. The residence hall staff will not dispense any type of medication to a camper.
Contact the SFA health clinic at (936) 468-4008 if a camper will need assistance with medication
during the camp session.
Movies. No movies may be shown in the residence hall lobbies due to licensing law restrictions.
Pets. No pets are allowed within the residence halls.
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Public Areas. Eating, drinking and smoking are not permitted in the lobbies, hallways, laundry
rooms, community baths or other public areas. Pizza parties etc., should be held outside or the
food distributed and the campers dispersed to their rooms.
Roommates. The Camp Director will handle all roommate problems. If a room change is
necessary, consult the Hall Director.
Smoking. No smoking is allowed in the residence halls or on the front porches during camps.
Storage. Rooms used for reasons other than living space will be charged the private room rate,
(i.e. storage, offices or conference rooms).
Telephones. The University does not furnish telephones for individual residence hall rooms.
Camp staff members are encouraged to bring telephones. Local telephone service is provided in
each room. Dial 9 for an outside line. In order to place a long distance phone call, a telephone
calling/credit card must be used. Incoming collect calls may not be accepted. The phone number
is printed on the telephone jack.
Trash Policy. The SFA Housing Department is responsible for the overall cleaning of the
residence halls, but it is the Camp Director's responsibility to make sure campers' posters, trash
and other items are removed from the rooms and taken to the dumpsters located outside of each
building. The Housing Department will furnish each camper with a plastic trash bag when they
check into the building and large bags at the end of each camp to gather all of the smaller bags
for removal from the building.
Vending. Vending machines are provided for the convenience and enjoyment of the camp
participants. Empty or malfunctioning machines should be reported to the front desk as soon as
possible. Camp participants who lose money in the machines should report to the U.C. Business
Office, located in the basement of the University Center, for a refund.
Windows. Windows in residence halls must be closed at all times for air conditioning systems to
function properly. Window screens may not be removed by residents.
Dining Service
Meal tickets to be used by camps will be printed and enclosed in the camp packet according to
the estimated number stated on the reservation form. As a general rule, extra meal tickets will be
included to handle lost and damaged cards. Meal cards are numbered for use in assignment. If a
card is lost, the Coordinator's office should be notified immediately and SFA Dining Services
will be alerted to watch for the lost card. SFA Dining Services will charge the group for actual
meals eaten. There will be a charge for failure to notify reservations if the group misses a meal.
The count will be taken at the cafeteria register and that count will be considered final, should a
dispute arise.
To facilitate quick access to the cafeteria when several large groups are on campus
simultaneously, meal times will be staggered. From the information provided on the reservation
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form, Food Services will be notified of the first and last scheduled meals to be eaten in the
cafeteria and whether or not the group will be missing a meal. If the group misses a meal and the
Coordinator was not notified, a 75% minimum charge will be assessed. Special banquets in the
University Center can be arranged through the Coordinator's office according to University
Center policies.
HPE Facilities
If the pool is to be reserved for a specific camp, arrangements must be made through tho
Coordinator's office. The pool cannot be reserved during regular SFA swim hours. A cost por-hour,
per-lifeguard will be assessed for the reservation and billed on the final total camp bill.
Campers will bo required to show camp identification cards for admission into the HPE building.
No equipment will be checked out to campers. Gyms, volleyball courts, and softball fields may
bo reserved at timos that do not conflict with SFA classes. Tennis courts aro available as long as
SFA board students are not preempted. The weight room will bo open for casual use at specified
PHYSICAL ACTIVITY FACILITIES
Primary physical activity facilities are the Shelton Gym, Norton Health and Physical Education
Complex (HPE), the outdoor swimming pool, tennis courts, intramural fields and sand volleyball
courts. Facility requests will be made in writing by the Camp Director on the Camp/Conference
Reservation Contract All physical activity facilities will be scheduled around academic classes
(to be set in March), maintenance, intramural programs and field condition,
1. Shelton Gym — basketball or general use. One regulation size basketball court or two
smaller basketball courts with P.A. system and bleachers for approximately one
thousand. Can be booked for sports camps and cheerleading camps during the day, 8am
—7pm, Can be booked for recreational camp use from 7pm —10pm. Camps will be
allowed one gym only.
2. Norton HPE Complex —five basketball courts with no seating or PA system. Can be
booked for sports camps and cheerleading camps from 8am — 7pm and for recreational
use from 7pm — 10pm. Camps will be allowed one gym only.
3. Outdoor Swimming Pool — capacity of 150 swimmers, can be booked from 7pm—10pm
for camp use with a two hour minimum.
4. Tennis Courts — twelve courts available for camps/conferences, can be reserved from
8am — 10pm. No equipment will be furnished by the University.
5. Intramural fields — located on Wilson Drive, usually set up for softball during the
summer months. Can be requested from 8am — 10pm. The fields will not be confirmed
until two weeks prior to the camp.
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6. Sand volleyball Courts —four courts. Can be reserved from 8am — 10pm.
University Center Games Area
The Games area located in the University Center basement will be available to campers during
regular SFA hours. Special permission for use at other times may be granted by the Director of
Auxiliary Services. Group reservations should be made on the camp reservation form. Cost for
games and machines are posted in the Games area. A late charge may be assessed for groups
staying after hours.
University Center Meeting Rooms
Rooms in the University Center are made available to summer camps on a first-come, first-serve
basis following established University Center policies. Only food purchased through the
University is to be served in the University Center meeting rooms. Arrangements for room set-up
and food orders for banquets or meetings must be made in the Coordinator's office two weeks
prior to the event. Failure to notify the Coordinator of a cancellation approximately 72 hours in
advance of the scheduled activity will result in payment of the cost incurred by the University
Center or Food Service personnel. University Center decorating restrictions will be strictly
enforced. The Nibbler's Nook and the lounge areas are non-reservable areas during regular
operating hours. Lounges are primarily intended for general use by the public. Due to limited
space in the University Center, rooms in the U.C. will not be available for storage before the
camp dates. Boxes shipped before the group's arrival to the campus must be held by the
sponsoring department.
Academic Buildings for Meeting Rooms
The Coordinator will be available to assist Camp Directors in reserving meeting spaces in
academic buildings and auditoriums following policy guidelines for each building. For
assistance, the Camp Director should specify dates, hours, and group size on the reservation
form.
Coliseum
Reservations for use of the coliseum will be arranged by the Coordinator following the
University regulations for coliseum usage. A per-event fee may be charged.
University Police/Parking
Parking permits will be available through the Coordinator's office for campers bringing cars and
buses to the SFA campus. Parking permits are to be displayed in the car window while on
campus and disposed of after the camp is completed. If a group of parking spaces is needed, the
Coordinator will arrange with the University Police Department for an area to be marked off for
the camp.
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Source of Authority: Board of Regents, President, Vice President for University Affairs
Cross Reference: None
Contact for Revision: Director of Auxiliary Services
Forms: Medical Release and Consent Form (available in Auxiliary Services); Camp/Conference
Reservation Contract (available in Auxiliary Services); Camp Director's Check List Form
(available in Auxiliary Services)
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Energy Conservation B-6 |
Original Implementation: December 4,1987
Last Revision: October 26,1999January 15, 2002
The University supports, and is committed to, the statewide effort of the Texas
Governor's Office, The General Appropriations Act, 70th Legislature and the Energy
Conservation Design Standard for New State Building, updated in 1993.
The University has and will continue to maintain the most efficient operation of all
utilities and equipment by the operation of: an automated energy management system,
replacement of HVAC/Electrical equipment in a timely and cost efficient manner, and a
review of building operation, usage, and schedules.
It is the intent of the University to serve its academic and auxiliary needs with cooling
and heating requirements based on approved operational schedules. The automation
system is programmed each scmostor to meet needs and any significant requirements not
included in normal operations must be approved by Director of Physical Plant prior to
changes being made.
Start and stop schedules are entered by Physical Plant personnel after approval by the
Director of Physical Plant. Physical Plant should be given notice at least eight (8) work
hours prior to event. If notice is given after normal work hours, the user may be charged
overtime.
All local utility power shortage problems will be handled by the Physical Plant
Department, the local energy supplier and the Vice President for Business Affairs. The
requirements so determined will be routed thru the appropriate organizational channels.
Users of University facilities that require an additional cost due to utility usage, will be
charged a fee to cover the cost of the additional utility expense. The amount of the fee
will be determined by the Physical Plant Department and approved by the Vice President
for Business Affairs.
Source of Authority: General Appropriations Act, President, Vice President for
Business Affairs
Cross Reference: None
Contact for Revision: Director of Physical Plant
Forms: None
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Physical Plant Charges B-21
Original Implementation: December 7,1987
Last Revision: October 26,1999 January 75, 2002
Funding for repairs to campus buildings comes from several sources and the type and use
of the building determines the source of funding. Funding is as provided below- :
Educational and General BuildingST ( i.e.,Offices, classrooms, Library, etc.) Maintenance
of these buildings and building equipment is the responsibility of the Physical Plant
Department and paid from funds budgeted for that purpose.
The Physical Plant Department may charge Educational and General accounts for the
following material and services.
1. Materials taken from stock not used in maintenance projects.
2. Repair of equipment.
3. Set-up charges.
4. Paint requests when redecorating.
5. Materials and labor for millwork.
6. Vehicle rentals and gasoline.
7. Minor alterations that change the structure of the facility.
8. Replacement of lost keys or lock changes due to lost keys.T |
9. Call back expenses that are not caused by normal maintenance requirements, that are
the responsibility of Physical Plant. (Example: a special event on a weekend, not
scheduled in advance with the Physical Plant Department, or having to call an HVAC
person in to turn A/C on)
Source of Authority: Vice President for Business Affairs
Cross Reference: None
Contact for Revision: Director of Physical Plant
Forms: None
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University Vehicles (Rental & 15-Passenger Van) B-30
Original Implementation: June 1, 1984
Last Revision: July 17, 2001 January 15, 2002
The provisions of the policy on the Use of University Facilities govern the use of all
buildings, facilities, equipment, and grounds, hereinafter referred to as facilities, under
the control of Stephen F. Austin State University. That policy provides that the
University may establish additional procedures for the reservation and use of specific
facilities; therefore, the following provisions apply to University vehicles.
I. Official Use:
University motor vehicles can only be used for the transaction of official University
business.
A. Reservations
1. Vehicles will be rented exclusively to individuals or organizations that have funds
budgeted by the University.
2. All vehicles, except road buses, are rented on a first-come, first-serve basis.
Reservations can be made by memo to the Physical Plant Grounds and
Transportation Department, P.O. Box 13031 SFA Station, by phone at 468-5107, or
on the Physical Plant Web site. Reservations should be made as far in advance as
possible.
3. Persons for whom reservations are made must be on the Approved Drivers List
and be acting on behalf of, and within the responsibility of, the University
department that he/she is employed. Must have a minimum of four passengers for
vans, must have definite pick-up and return times, and must have an approved
University account.
4. Cancellations should be made as far in advance as possible. Cancellations made
less than 48 hours in advance will incur a $20.00 fee.
B. Procedure for Checking Out Vehicles
1. Vehicles can be picked up at the Physical Plant Grounds and Transportation
Department, located at Starr Avenue and University Drive, between 7:00 a.m. and
4:00 p.m. Monday through Friday.
2. Special arrangements may be made for pick-up outside normal hours.
3. When two or more users are renting the same vehicle over a weekend, the users
may be required to turn in and pick up vehicles at the University Police Department.
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4. Individuals picking up vehicles must present a Stephen F. Austin State University
Approved Driver Certificate and a valid driver's license.
5. Personnel in the Grounds and Transportation Department, will furnish approved
drivers with:
a. keys to vehicle
b. copy of vehicle charges and reservation form
c. credit card(s)
d. daily record of state-owned motor vehicle use (See Section E) \
e. vehicle readability report
£ insurance card
C. Passengers
1. Passengers in University vehicles will normally be Lfeniversity employees or |
students traveling on University business.
2. Passengers who are not University employees or students may be authorized to
ride in University vehicles when their presence is consistent with University
business or functions.
3. University employees and students may have guest(s), spouse or children
accompany them while the University employee or student is traveling on
University business provided:
a. The guest does not interfere with the University business of the trip or cause
any additional expense to the University.
b. The department that sponsors the trip that the guest(s) are attending must be
advised in advance of the trip that non-University passengers will be traveling in
University vehicles.
c. If the guest is a minor child, the parent is responsible for the child's actions and
is responsible for ensuring the child follows all safety policies and regulations
including seat belts and child restraints.
d. The University bus fleet is not equipped with seat belts or child restraints and
safety of the child is the responsibility of the parent. The University fleet bus
driver should report behavior difficulties to the parent and sponsoring department,
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and may impose future restrictions on passenger privileges for those who have
had behavior problems.
e. Non-employee passengers will not be covered by University insurance for
medical treatment, unless there is legal liability, which is covered by the general
liability policy for University motor vehicles. Personal claims against the driver of
another vehicle (non-University) for liability in any accident will be the
responsibility of the non-employee passenger or their parent. Passengers should
carry personal medical insurance coverage in case of accident or emergency. The
University does not assume liability for any passenger, unless otherwise imposed
under law. University employees may be covered by Workers' Compensation for
injuries received on-the-job; otherwise, personal medical insurance or applicable
legal liability would apply.
D. Use of University Road Buses
The 46-passenger Eagle bus and 36-passenger Blue Bird bus provide transportation for
University departments and groups. The guidelines in this section have been
established to provide a fair and equitable manner for the scheduling of the buses and
to generate sufficient revenue to pay for their operation and maintenance.
1. Authorized Trips. Only University groups and departments whose trips have